Archives Task Force Meeting: March 4, 2024

Zoom / Conference Call

Members attending: Alex Altan (Prairie State College), Jeannette Bruno (City Colleges of Chicago), Rebecca Fitzsimmons (Illinois State University), Ashley Howdeshell (Northeastern Illinois University), Marcella Lees (Southern Illinois University Edwardsville), Michelle Miller (Abraham Lincoln Presidential Library and Museum), Elaine Fetyko Page (Elmhurst University)

Members absent: Pam Hackbart-Dean, chair (University of Illinois Chicago), Meghan Ryan (National Louis University)

CARLI Staff attending: Elizabeth Clarage, Martin Kong, Sara Mercurio, Annie Serrano

Decisions

• The February 5, 2024 minutes were approved.
• Forms will be renamed as “Institution Name – Form type”.
• Task Force members can continue adding to the general resources. New resources should be added into the categories that have been created and decided upon.
• The Archives & Special Collections Resource page will be checked annually for accuracy.

Tasks Assigned

• Minutes taken by Marcella Lees.
• Ashley Howdeshell and Rebecca Fitzsimmons will review administrative forms by the next meeting.
• Committee members will review the introductory text for the resource page by Monday, March 18th after which it will be considered finalized and ready to go online.
• Elaine Fetyko Page will review any edits made to the resource page introductory text and continue to finalize that document.
• Committee members will continue adding to the general resources with a focus on short resources, free resources, video and audio resources, and resources that address DEIA. New resources will be added into the Blinds Draft document within the existing blinds and indicated in red until they are approved.

Announcements

• Member Announcements: None
• CARLI Announcements:
  • CARLI Scholarship is available for CARLI Member Library employees who are pursuing an MLIS at the University of Illinois Urbana-Champaign. The scholarship will be a minimum of $1000 and the application is due June 1, 2024 at 5 p.m. CT.
  • The CARLI Collection Management Committee has put out a call for two panels on weeding and shifting:
    • Have you been involved in a large weeding or shifting project? Did you have to adopt new procedures or call on skillsets you didn't know you had? What do you wish you had known beforehand? What advice would you give and what resources would you recommend? The CARLI Collection Management Committee invites participants from academic libraries of all sizes for two online panels on the topics of weeding and shifting, respectively, to take place in late May. Format will consist of a 3–5 minute mini-presentation about your project with 1 or 2 slides, followed by moderated Q&A. The deadline to volunteer for either panel is March 13.
      • Potential topics might include:
        • Weeding or shifting to make space for other units or a library move
        • Impact on technical services
        • Communicating with stakeholders
        • How to make the most of a small team, or working with a short timeline
        • Collaborations with vendors
  • In the February CARLI newsletter there was a question about the 20% discount code being offered to CARLI member libraries by Library Juice Academy. This discount code can be obtained by reaching out to CARLI Support.
  • The CARLI Newsletter contains preservation planning tips and resources for Disaster Planning 101 put together by the CARLI Preservation Committee.
    • The project introduction.
    • The full article on "Technology Apps and Online Resources for Disaster Preparedness and Response" is also linked in the newsletter.

Discussion

• Discussed standardizing what the forms are called. Decided to rename all forms “Institution Name – Form Type” with the current form types being:
  • Institution Name – Deed of Gift
  • Institution Name – Loan Agreement
  • Institution Name - Mission Statement and Collection Development Policy
  • Institution Name – Permission to Publish Form
  • Institution Name – Reproduction Form
  • Institution Name – Transfer Agreement
• Discussed the website Blinds Draft and made minor revisions.
  • The new organization and categories for general resources were agreed on and it was decided that committee members would continue adding new resources into the Blinds Draft document with newly added resources indicated in red. Once the new resources are approved and added online, they will be turned black.
  • Several gaps in the general resources were identified, particularly DEIA related materials across all categories, video and audio resources, free resources, and short resources. These gaps will be a focus as Task Force members continue to add new general resources.
  • There was a suggestion to make a new blind specifically for DEIA resources, but it was decided those should be dispersed throughout the general resources where they fit rather than siloed into one blind.
  • There was a discussion of attaching links to all general resources. It was decided that links to each of the resources either in I-Share or elsewhere if it is a web resource will be added below each general resource with a small bit of text that indicates what the link is and if full-text is available at that link. Ex: The full text for this resource can be accessed via I-Share here.
  • The new organization and categories for forms were agreed upon with the understanding that more categories may need to be added in the future as we continue collecting documents.
• Discussed the introductory text for the resource page and made minor revisions.
  • It was decided that Task Force members would look over the draft and make any edits in the next two weeks after which the text will be considered ready to go online.
  • It was decided that the web page will be checked for accuracy annually while the Archives Task Force continues to exist.
• There was a brief discussion of when to put out the next call for form submissions, but that discussion and decision was tabled until the next meeting on April 1.
• Elizabeth was hopeful that CARLI would have a draft of the website live in time to review that at our next meeting.

Next Meeting Dates and Deadlines

The Archives Task Force will meet next on April 1, 2024 at 10:00 a.m.

Committee Meetings:
April 1, 2024: Minutes taker – Jeannette Bruno
May 6, 2024: Minutes taker – Ashley Howdeshell
June 3, 2024: Minutes taker – to be determined

Deadlines:
May 31, 2024: Task Force Annual Report