Section I: Constitution and Bylaws of the Society of American Archivists

I. NAME

II. OBJECTIVES

III. MEMBERSHIP

IV. FELLOWS OF THE SOCIETY OF AMERICAN ARCHIVISTS

V. GOVERNANCE AND ADMINISTRATION

7.      For amendments proposed under Article IX. of the constitution and bylaws that are determined by the Council not to be time sensitive, the notice of the referendum specified in (5) shall occur no fewer than sixty (60) days prior to the availability of ballots for the annual election of officers, councilors, and elected members of the Nominating Committee. The referendum on such amendments shall be included as part of this annual ballot.1.       

VI. MEETINGS

VII. RECORDS

VIII. AMENDMENTS

1. Adoption or amendment of the constitution and bylaws as specified below may be made either by a two-thirds (2/3rds) vote of the Council or by a majority vote of those members voting in a referendum conducted according to the constitution and bylaws of the Society.
2. The Council is authorized and directed to prepare, adopt, or amend the constitution and bylaws as may be desirable to regularize the administrative practices of the Society.
3. Amendments to the constitution and bylaws may be recommended by a majority vote of the Council or proposed in writing by at least five (5) percent of the eligible voting members of the Society. All amendments must be filed with the Executive Director at least one hundred (100) days prior to the conduct of a member referendum. Copies of the proposed amendments shall be distributed by the Executive Director according to a method approved by the Council to eligible voting members at least sixty (60) days in advance of the referendum at which they are to be presented.
4. A copy of the current constitution and bylaws shall be published on the Society's website and shall be available to any member upon request to the Executive Director.

IX. DISSOLUTION

Constitution: As amended August 1997, August 2010, August 2011, October 2016, March 2021, March 2023.

Bylaws: As amended November 3, 2006; August 10, 2009; August 27, 2011; June 3, 2016; October 28, 2016; March 2021; October 2023.

President

A. Term of Office

Article V of the Society's constitution states that the president serves a one-year term of office subsequent to a one-year term of office as vice president. The terms of office begin at the conclusion of the Annual Business Meeting after the election. Because the vice president automatically becomes president, the president is ineligible for immediate reelection. According to the SAA Foundation's bylaws, the SAA president also serves on the SAA Foundation Board of Directors in his or her capacity as an SAA Executive Committee member. Subsequent to serving one year as SAA president, the SAA immediate past president serves one year on the SAA Foundation Board of Directors.

B. Functions

Bylaw 1 of the Society's bylaws states, "The president shall direct and coordinate the affairs of the Society, preside at all business meetings of the Society, of the Council, and its Executive Committee, and shall perform such duties as may be directed by the Council."

C. Duties

1. Preside over the Society's business meeting at the Annual Meeting.

2. Serve as a member of and preside over meetings of the Council.

3. Serve as a member of and chair the Executive Committee. The president shall call the Committee into session.

4. May at his or her discretion appoint the chairs and the members of SAA committees, boards, task forces, and working groups, as well as representatives whose positions are created or become vacant during his or her term in office, according to the guidelines for each of these and SAA practice. Traditionally, the vice president / president-elect appoints representatives and chairs and members of SAA bodies who will commence their service at the beginning of his or her term as president. In general, the vice president fills vacancies occurring in mid-year in consultation with the president.

5. Create and terminate standing committees, task forces, and other groups with the advice and approval of the Council.

6. Direct representatives to outside committees and boards to present issues of importance or concern to the president, the executive director, the Council, or the Society at large before those committees and boards. The representatives shall bring the discussion of such issues by the outside committees and boards before the Executive Committee or the full Council for consideration and further advice.

7. Sign the current employment contract with the executive director.

8. Direct the search for a new executive director when necessary.

9. Appoint newly-elected Council members to Council committees.

Approved by Council: June 1991
Revised: January 1992, May 2011

Vice President

A. Term of Office

Article V of the Society's constitution states that the vice president is elected and serves a one-year term of office. The term of office begins at the conclusion of the Annual Business Meeting after the election. The vice president shall automatically become president at the conclusion of the following year's Annual Meeting. According to the SAA Foundation's Bylaws, SAA vice president also serves on the SAA Foundation Board of Directors in his or her capacity as an SAA Executive Committee member.

B. Functions

Bylaw 1 of the Society's bylaws states "The vice president shall perform the duties of the president in case the president is absent or incapacitated and, in case of a vacancy in the presidency, shall assume that office and hold it for the remainder of the term."

C. Duties

1. Serve as a member of the Executive Committee.

2. Serve as a member of the Council.

3. In the absence of the president, preside at business meeting(s) of the Society and meetings of the Council.

4. Appoint the chairs and members of SAA committees, boards, task forces, working groups, and representatives according to the guidelines for each of these and SAA practice. Traditionally, the vice president / president-elect appoints representatives, chairs, and members of SAA bodies who will commence their service at the beginning of his or her term as president. The vice president fills vacancies occurring in mid-year in consultation with the president.

5. Appoint the chair and members of the Program Committee for the meeting over which he/she will preside as president.

6. Appoint the chair and members of the Host Committee for the meeting over which he/she will preside as president.

7. The vice president / president-elect appoints the chair of the Nominating Committee in the event of a tie for that office, according to the procedures in Bylaw 5.A.

Approved by Council: June 1991
Revised: January 1992, May 2011

Treasurer

A. Term of Office

Article V of the Society's constitution states that the treasurer shall be elected for a term of three (3) years beginning at the conclusion of the Annual Business Meeting following the election and shall be ineligible for immediate reelection. According to the SAA Foundation's bylaws, the SAA treasurer also serves on the SAA Foundation Board of Directors in his or her capacity as an SAA Executive Committee member.

B. Functions

Bylaw 1 of the Society states, "The treasurer shall be responsible for: planning and formulating financial policy in consultation with the Finance Committee and the Executive Director; recommending such policies to the Council; reviewing the annual budget before its submission to the Finance Committee and to the Council; internal auditing of all Society financial operations; providing an annual report on the Society's finances; and investing special funds and endowments on the advice and consent of the Finance Committee and the Council. In the absence of the president and vice president, the treasurer shall preside at business meeting(s) of the Society and meetings of the Council."

C. Duties

1. Serve as chair of the Finance Committee.

2. Prepare an annual treasurer's report. Present the report at the Annual Business Meeting and submit it for publication in The American Archivist.

3. In consultation with the Finance Committee and the Executive Director, recommend an annual budget to the Council.

4. Analyze all SAA financial statements. Report financial status, trends, and problems at each Council meeting. Make recommendations to the Executive Director and the Council.

5. Consult with the SAA office to assure that an annual audit is performed. Analyze audit results and report findings to the Council.

6. Working with the Finance Committee, oversee investment policy for special funds and endowments.

7. Hold the Society's copy of the current employment contract with the executive director.

8. Ensure that the annual giving program is undertaken by the executive director.

9. In the absence of the president and vice president, preside at business meeting(s) of the Society and meetings of the Council.

10. Work with the Council, the Finance Committee, and the executive director to achieve a balanced annual budget and an adequate reserve fund.

11. Together with the Council, approve all SAA proposals for external financial support before submission to the funding agencies.

12. Together with the Finance Committee and the Council, triennially review the dues structure to assure its sufficiency.

13. Serve as a member of the Executive Committee.

Approved by Council: June 1991; revised August 2009.

SAA Council Subcommittee to Review/Revise Governance Manual

I. Purpose

The Council Subcommittee to Review/Revise the Governance Manual reviews and revises the Governance Manual, taking as its charge both identifying long-needed updates and ensuring that new Council actions are reflected quickly in the relevant sections of the Manual.

II. Committee Selection, Size, and Length of Terms

The subcommittee shall consist of the Council's three second-year members.

III. Reporting Procedures

The Council Subcommittee reports to the SAA Council.

Approved by Council: August 25, 2008

SAA Council Personnel Grievance Committee

According to the SAA Bylaws, 7.: "In the event of grievances as specified below, there shall be a personnel grievance committee."

"The committee shall hear grievances:

1. Between the executive director and the Council,
2. Between the executive director and a staff member, and
3. Such other grievances as may be referred to it by the Council."

"The decision of the personnel grievance committee concerning matters involving the executive director shall be binding upon the parties to the dispute, provided that the decision is in accordance with applicable federal and state laws and the constitution and by-laws of the Society."

II. Committee Selection, Size, and Length of Terms

"The committee shall be composed of five members, each of whom must have served the Society as a councilor or as an elected officer within the past five years, but who may not be serving in such capacity at the time of the work of the committee. Two members of the committee shall be chosen by the Council, two members by the executive director, and the fifth member by decision of the first four members chosen. The fifth member will serve as chair of the committee."

The Personnel Grievance Committee reports to the SAA Council.

ALA/SAA/AAM Committee on Archives, Libraries, and Museums (CALM) (Affiliated Group)

I. Purpose

Revised in January 2003, the charge of the joint committee is:

1. To foster and develop ways and means of effecting closer cooperation among the organizations;
2. To encourage the establishment of common standards;
3. To undertake such activities as are assigned to the committee by any of its parent bodies;
4. To initiate programs of a relevant and timely nature at the annual meetings of one or more parent bodies either through direct combined committee sponsorship or by forwarding particular program plans to the appropriate unit of one or more parent bodies for action; and
5. To refer matters of common concern to appropriate committees of ALA, SAA, or AAM.

The ALA/SAA/AAM Joint Committee on Archives, Libraries, and Museums consists of 15 members, five from each association, with co-chairs appointed by each association biennially for two-year terms.

See also: The CALM Wiki

American Archivist Editorial Board

I. Purpose

The Editorial Board advises and assists the Editor of American Archivist in the editorial review and production of the journal and in establishing and implementing editorial policies and procedures for peer review of submitted manuscripts.

The Editorial Board also assists with the evaluation of the Journal Editor as requested by the Council.

II. Board Size, Length of Terms, and Selection

The Editorial Board consists of the Editor, who serves as chair of the board, the Reviews Editor, and twelve individual board members.

The Editor is appointed by the Council. The Editor's term is three years and customarily begins on or about January 1; however, the exact date on which the individual selected assumes the responsibilities of editorship is negotiated by the individual and the Executive Director. An incumbent Editor may be re-appointed for one additional term as Editor. An individual may not serve more than two consecutive terms, but may apply for the position at a later time.

The Reviews Editor is appointed for a three-year term by the Editor. The Reviews Editor may serve no more than two consecutive terms.  The Reviews Editor is selected based on demonstrated excellent writing and editorial skills and knowledge of current research and writing in the archives field.

The twelve individuals comprising the board are appointed for four-year terms that are staggered so that one-fourth are appointed each year. At least one member of the Editorial Board shall be an international representative (that is, an individual who lives and works outside of the United States). Board members are nominated by the Editor and appointed by the SAA Vice President based on the list of nominees.  In the event that the Vice President is unable to appoint a person nominated by the Editor, the Vice President asks the Editor to nominate another person for appointment.  Individuals serving on the Editorial Board are selected because of their knowledge of archival theory, methodology, and practice; expertise in research strategies and methodologies; and experience in archival research and publication.

The Editorial Board also reflects a diversity of archival institutions and functional expertise and the demographic and geographic breadth of the profession.  An individual may serve no more than two consecutive terms on the board.

The chair of the Publications Board serves as an ex officio member of the Editorial Board.

III. Duties and Responsibilities

A. The Editor

The Editor coordinates Editorial Board activities. To maintain the editorial independence of the journal as a peer-refereed professional journal, the Editor manages the manuscript review process and makes final decisions for publication. The Editor is responsible for the solicitation, selection, peer review, and final approval of articles, features, and photographs. He or she works with authors and prospective authors on necessary revisions, reviews page proofs before publication, and works closely with the Reviews Editor, a copyeditor, an indexer, and the SAA staff, who handle journal production and business matters.

The Editor uses the Editorial Board listserv as the principal means of communication with the Editorial Board about editorial activities, including, but not limited to, statistical summary of submissions and decisions about submissions, negotiations for special issues, special achievements, problems and needs, and suggestions for Editorial Board policies.

The Editor also serves as an ex officio member of the Publications Board.

B. Reviews Editor

The Reviews Editor works in conjunction with the Editor to commission review essays; selects books and exhibits (print and online) to review; assembles, maintains, and refreshes a stable of reviewers; assigns items to be reviewed and oversees the reviews process; and edits copy for the reviews section in each issue of the journal.

C. Individual Board Members

Individual Editorial Board members assist the Editor in developing and implementing editorial policies and procedures, encouraging submissions and soliciting manuscripts to be considered for publication in American Archivist, promoting content from current and recent issues, recommending other manuscript reviewers, reviewing manuscript submissions for possible publication in the journal, and contributing as needed with reviews of professional literature and resources.

Individual board members also assist with the review of the Editor’s performance and may assist in the search for a new Editor.

D. SAA Office

The SAA office coordinates production aspects of the journal and handles business matters, including:

• Physical and digital production;
• Content licensing;
• Coordination of cover art;
• Advertising sales;
• Subscriptions and claims;
• Providing reports to assist the Editorial Board in accomplishing its goals;
• Coordinating communication with and among Editorial Board members and with SAA members at large;
• Ensuring the production and distribution of Editorial Board meeting minutes; and
• Negotiating contracts with vendors.

IV. Meetings

The Editorial Board meets at least annually during SAA’s Annual Meeting.

The SAA Executive Director, Director of Publishing, and Editorial and Production Coordinator customarily participate in all meetings of the Editorial Board.

V. Budget

The Council, as part of its budget process, approves the budget (prepared by the SAA office) for American Archivist.

VI. Reporting and Editor Performance Evaluation Procedures

The Editor reports to the Council. The Editor submits a report three times a year in advance of each Council meeting. The report includes a summary of the Editor’s activities, the production of the journal, issues and concerns, and any changes to editorial policies and procedures.

The following procedures apply to the annual performance evaluation of the Editor, which isbased on performance criteria, goals and objectives, and a formal review process. The purpose of this process is to form a basis for considering renewal of the Editor’s contract, to provide feedback to the Editor, to discuss issues of common concern, and to recognize achievements. The Executive Director establishes a schedule for this evaluation process based on a timetable for renegotiation of the contract with the Editor.

The Executive Director shares with the Editor the statement of criteria for performance evaluation, stipulating elements considered appropriate and relevant for evaluating the Editor's performance on an annual basis. This statement must be reviewed and approved by the Council.

The Executive Director solicits written and/or oral comments on the Editor’s performance from the Editorial Board, Council liaison, various SAA staff, three authors who have recently published in the journal, an author in the process of publishing in the journal, and any others who are in a position to provide useful perspectives. Also to be considered are comments received from SAA members or any other information that the Council deems appropriate.  The Editor also completes a self-evaluation.

The Executive Director compiles all feedback received and disseminates this information to the Editor and the Council. The Council reviews the feedback regarding the Editor's performance and takes appropriate action. If feasible, the Council conducts a conference call with the Editor; otherwise, the Council conveys conclusions to the Executive Director to share directly with the Editor.

In years in which the incumbent Editor is eligible for reappointment, the Executive Director contacts the incumbent Editor to determine if he or she is interested in serving a second term. If the Editor expresses such an interest, the matter is referred to the Council for evaluation. The Council makes a recommendation regarding reappointment of the Editor or directs the Executive Director to implement a search for a new Editor as outlined in VII. Editor Search Process.

VII. Editor Search Process

In years in which the incumbent Editor is ineligible for reappointment, is not offered reappointment, or chooses not to serve a second term, the Council and staff work together to conduct a search for a new Editor.

A. Qualifications of Editor

The Editor of American Archivist possesses the following qualifications:

• Leadership skills that allow them to present a vision of the journal that places it at the center of the profession's intellectual dialog.
• Ability to develop and nurture relationships with authors, both established and newly emerging, to encourage them to explore interesting questions and submit material to the journal.
• Ability to nurture interesting but not completely satisfactory submissions to successful publication.
• Ability and willingness to pay special attention to the need to develop ideas in newly emerging areas of the profession, to support the thoughtful re-examination of past professional insights, and to address issues of particular relevance to historically under-represented populations.
• Excellent personal communication and writing skills, including the ability to edit scholarly material, the ability to communicate successfully with those who make submissions, and the ability to report to those in the Society with oversight responsibility for the journal.
• Sufficient financial skill to manage the journal within the established budget.
• Sufficient time-management skills to complete tasks in an acceptable manner and to publish the journal at appropriate and regular intervals as established within the annual budget work plan.

B. Search Committee

In January of the year prior to the expiration of the incumbent Editor's term of office, the Executive Director:

• Forms a search committee consisting of the President, the Council liaison to the Editorial Board, the chair of the Publications Board, a member of the Editorial Board, the Executive Director, and the Director of Publishing.
• Consults with the search committee regarding appropriate text for a call for applicants. The deadline for initial applications is no later than May 15.
• Prepares advertising for the position in all available and appropriate SAA communication outlets.
• Consults with the search committee to identify other venues for promoting the position and/or identifying prospective candidates who might be encouraged to apply for the position.

The search committee reviews the applications, interviews candidates, and makes a recommendation to the Council on the selection of an Editor. (Should the search committee believe that there are no qualified candidates, or that additional qualified candidates are desirable, the committee is empowered to solicit additional nominations to supplement those already received.)

The Council, with due consideration of the selection committee's recommendation, makes the final decision.

Approved by the Council: February 5, 2005.
Revised: May 2014; June 2019.

Appointments Committee

I. Purpose

The Appointments Committee assists the vice-president/president-elect with the appointment process by identifying a pool of potential candidates for appointed positions to committees, boards,  and tasks forces, and to official SAA representative positions. The Committee uses the volunteer self-nomination form, for those members who wish to be considered for appointments, and consults with current appointed group chairs for possible candidates. The Committee surveys the overall list of current and potential appointments to achieve quality, balance, and diversity of appointees both overall and within each unit. At the same time, the committee maintains an openness to appointing new people, especially through the early-career member program.

II. Committee Selection, Size, and Length of Term

The committee consists of three to six members (including the committee chair and vice chair). The newly elected SAA vice president confirms the committee chair and appoints the vice chair prior to the Annual Meeting at which s/he takes office. The vice chair serves a one-year term.  After the Annual Meeting, and upon confirmation, the vice-chair shall automatically serve as committee chair for a one-year term.    Regular committee members serve for one-year to assist in the appointment process.  Membership should reflect the diverse groups represented within SAA.

The immediate past chair of the Appointments Committee shall serve on the Committee on the Selection of SAA Fellows for a one-year term.

III. Reporting Procedures

After consulting the list of volunteers and leaders' recommendations, theCommittee prepares a list of possible candidates for each committee, task force, board, or representative position to assist the vice president in selecting nominees for these posts. The Vice President is responsible for contacting nominees to confirm acceptance of the appointment.

IV. Duties and Responsibilities

The Appointments Committee is responsible for the following:

• Encouraging self-nominations by members and attendees at the Annual Meeting to give members a chance to express interest in serving on a committee, task force, or board or as a representative.
• Preparing announcements for Archival Outlook and other SAA media to encourage SAA members to submit their names for consideration for appointed groups on which they are interested in serving.
• When necessary, reviewing recommendations from current chairs, representatives, councillors, officers, and sections in conjunction with self-nominations.
• Preparing recommendations for appointments to be forwarded to the vice president.
• The Appointments Committee chair will remain available to serve in an advisory role to the President to assist with filling vacancies or appointing new groups that arise during the President's term.

Approved by the SAA Council: June 1998. Revised: November 2016, May 2022, November 2023.

Archival Repatriation Committee

I. Purpose 

The Archival Repatriation Committee works to ensure that the organization's services, activities, policies, communications, and products support the goal of supporting archivists in repatriating and receiving archival materials. It coordinates with various SAA entities, external organizations, and originating communities and monitors, evaluates, advocates for, and reports on matters relating to the repatriation of archival materials.

II. Committee Selection, Size, and Length of Terms

The committee consists of six members and two co-chairs, who are appointed by the SAA vice president/president-elect. The immediate past chair of the Native American Archives Section serves as a committee member for a one-year term. Committee members serve staggered three-year terms. The co-chairs shall serve staggered two-year terms. The vice president/president-elect shall appoint one committee member after consultation with the executive director of the Association of Tribal Archives, Libraries, and Museums.

III. Duties and Responsibilities

• Develops and disseminates guidance and training about archival repatriation.
• Serves as a point of contact and subject matter experts for people with questions about archival repatriation.
• Work on cooperative repatriation projects with organizations with similar goals.
• Engages in reparative and reciprocal actions that lead to better community and institutional relationships.
• Further ongoing investigations of relationships between the Native American Graves and Repatriation Act (NAGPRA), repatriation policy, and archival collections and/or to advocate for inclusion of archival collections in U.S. and international repatriation policy.
• Make recommendations to SAA Council for necessary actions to meet these goals.

IV. Reporting Procedures

The Repatriation Committee reports to the Council and works closely with its Council liaison, the President, and the Executive Director to ensure that it is responsive to the Council’s needs. The chair is responsible for submitting an annual report to the Council, and may also submit items for Council action or discussion and feedback as necessary. The chair also is responsible for ensuring that minutes of Repatriation Committee meetings are prepared and posted on the Repatriation Committee’s SAA-hosted website to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

V. Meetings

The committee shall meet virtually as needed to conduct its work. The committee may conduct its business by email, telephone, or virtual meeting during the course of the year.

Approved by the SAA Council, May 2022.

Awards Committee

I. Purpose

The Awards Committee has five major purposes:

• To publicize awards offered by the Society of American Archivists to ensure outstanding entries.
• To actively seek and solicit nominations for awards offered by the Society of American Archivists.
• To evaluate the nominees for each award and to select winners in each category.
• To plan and carry out the awards ceremony held during the Society of American Archivists Annual Meeting.
• To review suggestions for new awards, develop criteria and guidelines, and make recommendations to the SAA Council.

II. Committee Selection, Size, and Length of Terms

The Awards Committee is composed of two committee co-chairs and the chairs of each of the awards subcommittees.

Annually the vice president/president-elect appoints one Awards Committee co-chair, who serves for one year as junior co-chair and one year as senior co-chair. 

The selection, size, and length of term of each subcommittee is determined by the Council upon adoption of a new award and may be modified by the Council.  Generally subcommittees comprise three members, each of whom serves for three years and as subcommittee chair in her/his third year.  To ensure that appropriate expertise is represented on certain awards subcommittees, however, the Council has determined the following exceptions:

• Coker Award:  The Description Section chair serves for one year as a fourth member.
• Diversity Award: The Diversity Committee chair serves as a fourth member.
• Forman Scholarship: One member of the General Commission on Archives and History of The United Methodist Church (co-sponsor of the award) serves as the fourth member.
• Ham Scholarship: All three subcommittee members must be SAA Fellows.
• Jameson Award:  The Reference, Access, and Outreach Section chair serves for one year as a fourth member.
• Lane Award:  The vice president of the Society of Southwest Archivists (co-sponsor of the award) serves for one year as a fourth member.
• Mosaic Scholarship: The subcommittee consists of six SAA members, two of whom are appointed by the Vice President each year to serve three-year terms. One appointee shall be a previous Mosaic Scholarship recipient, and the chair is appointed annually by the Vice President from among the third-year subcommittee members. The Vice President’s appointments are made in consultation with the chairs of SAA’s Diversity Committee, the Archivists and Archives of Color Roundtable, and the Archival Educators Roundtable.
• Pease Award:  The subcommittee consists of three members:  The American Archivist editor (chair), the Committee on Education vice chair, and one new appointee each year.
• Pinkett Award: The subcommittee consists of three members:  the Archives and Archivists of Color Roundtable (AACRT) senior co-chair, one member of the AACRT (typically the junior co-chair) selected by the Roundtable senior co-chair, and one new appointee each year.
• Posner Award:  All three subcommittee members must be SAA Fellows. 
• Preservation Award:  The Preservation Section chair serves for one year as a fourth member.

III. Reporting Procedures

Awards are announced during the SAA Annual Meeting, and on the SAA website and in the newsletter following the Annual Meeting. The co-chairs represent the Committee when meeting with other SAA committees and with the SAA Council and staff.

IV. Duties and Responsibilities

The Awards Committee publicizes SAA awards through announcements in the SAA newsletter and in other publications as appropriate. It also may publicize the awards during SAA Annual Meetings or conduct other activities to make archivists more aware of SAA awards. The Committee also solicits nominations for SAA awards by contacting individuals, archives organizations, and other groups that may be aware of worthy nominees.

The Committee establishes a deadline for awards nominations to be sent to the committee chair. The Awards co-chairs distribute nominations to the appropriate subcommittee. Each subcommittee evaluates nominations it receives on the basis of written criteria and selects award winner(s) as appropriate. Policy questions regarding criteria or eligibility for an award may be directed to the Awards co-chairs, the SAA Executive Director, or the Council for clarification.

The Awards co-chairs, in conjunction with the Awards Committee and the SAA Executive Director, plan an appropriate awards ceremony for the SAA Annual Meeting. Typically the ceremony is led by the Awards Committee senior co-chair, with each subcommittee chair presenting the award for which he/she is responsible. In addition to presenting the award, the subcommittee chair prepares an awards citation that may be read at the ceremony.

From time to time, the Committee reviews awards criteria and procedures and recommends any revisions that may be appropriate. The Committee may recommend new awards for the Council's consideration. The Committee also evaluates awards and changes to guidelines proposed by members of the Society and makes recommendations to the Council concerning the proposals. Should new awards be approved, the Awards Committee is responsible for drafting appropriate award criteria and procedures.

V. Meetings

The Committee meets at the Society's Annual Meeting.

Approved by the SAA Council: June 1988
Revised: January 1993, January 2007, August 2011

See also

Description of Awards
Nomination Form

Committee on Education

I. Purpose

The Committee on Education has four complementary purposes: 1) to assess the profession's educational needs; 2) to prepare and promote standards for archival education programs based in graduate schools; 3) to prepare and promote post-appointment and continuing education and training programs; and 4) to provide advice to the SAA Education Office.

The Committee on Education's work is based on the following assumptions:

• Education and professional development are essential to the continued advancement of the profession;
• As the profession continues to grow and change, continuing education programs must be addressed in a coordinated manner, ensuring that developments in all areas are based on a common understanding of the profession at all levels;
• Education and professional development offerings must be responsive to the forces and circumstances that could or should shape the profession; and
• Education and professional development should be a cooperative enterprise involving various participants, including SAA; other national, regional, and local archival organizations; graduate-level academic programs; employers; and related professional associations.

II. Committee Selection, Size, and Length of Terms

The Committee on Education consists of eleven members (including a chair, vice chair, and immediate past chair) appointed by the SAA Vice President for staggered three-year terms. The vice chair is appointed by the Vice President normally from among the committee members serving the second year of their appointment. The vice chair assumes the chair in his or her third year on the committee. Following their term as chair, the immediate past chair shall serve an additional one-year term as an ex officio member of the committee. The chair of the Digital Archives Specialist Subcommittee and the SAA Education Director serve as ex officio members of the committee.

The membership of the committee shall include a mix of archival educators and practicing archivists with expertise in one or more of the ACE categories and in continuing education development.

The vice chair of the Committee on Education serves as an ex officio member of the Theodore Calvin Pease Award Subcommittee of the SAA Awards Committee and as an informal advisor to the Students and New Archives Professionals Section.

III. Reporting Procedures

The committee reports to the Council, providing a formal written report in the fall of each year and reporting on special initiatives as necessary or requested.

The committee works closely with the Education Director, serving in an advisory capacity in education-related projects and programs operated out of the executive office.

IV. Duties and Responsibilities

The Committee on Education's charge is to review the needs for continuing education, assist the SAA Education Office in developing relevant programming, and provide guidance to the Society in this area. The tasks and responsibilities of the Committee include:

• Advise the SAA Education Director in:
  • Establishing directions and priorities for the Society's continuing education program; 
  • Monitoring the effectiveness of the offerings in light of professional needs and developments; 
  • Ensuring that the education programs are of high quality; 
  • Coordinating the work of the Education Office with other educational initiatives within SAA;
  • Compiling a list of educational opportunities.
• Review educational initiatives proposed and/or undertaken by other SAA committees and sections, as appropriate;
• Review and assess information provided by the Education Office, the Digital Archives Special Subcommittee, and the Graduate Archival Education Subcommittee on the full range of the profession's educational needs and the degree to which they are being met by existing educational opportunities, and make recommendations or undertake initiatives as appropriate;
• Advise the Council on conditions and developments that affect educational program needs;
• Maintain contact with educational offices / committees in related professions and organizations to explore opportunities for cooperative and mutually beneficial efforts;
• Revise and update Archival Continuing Education (ACE) Guidelines in accordance with policy, including publishing revisions for member comment and submission to the Standards Committee per the internal approval process.

V. Meetings

The committee meets at the SAA Annual Meeting. The committee shall meet monthly; additional mid-year meetings are scheduled depending on the availability of financial resources.

Approved by the SAA Council: August 2008
Revised: January 1992, January 1998, May 2005, August 2008, May 2011, November 2016, May 2022.

Committee on Ethics and Professional Conduct

I. Purpose

The Committee on Ethics and Professional Conduct (CEPC) advocates for and addresses issues related to ethical and professional conduct within the archival profession. CEPC supports and promotes the creation of education and outreach resources and programing relating to the Code of Ethics for Archivists and the Core Values of Archivists statement and periodically reviews each document for currency.

II. Committee Selection, Size, and Length of Terms

The CEPC consists of six members appointed by the SAA vice president for staggered three-year terms. Typically, two members are appointed annually.  Two of the six members serve as co-chairs during their last two years on the committee.  In consultation with the co-chairs, the SAA vice president appoints a junior co-chair from among the rising second-year committee members each year for a two-year term, so that the terms of the two co-chairs are staggered. Additionally, an Early-Career member will serve a one-year term.  The co-chairs work with SAA personnel to select this member from the applicants. 

III. Duties and Responsibilities

1. The committee recommends to the Council updates to the Code of Ethics for Archivists and Core Values of Archivists when these are made necessary by changes in laws governing recordkeeping, copyright, or other pertinent subjects, or by changes in professional procedures and practices.
2. The committee periodically (at least every five (5) years)conducts a complete review of the Code of Ethics for Archivists and Core Values of Archivists to ensure that ad hoc changes have not compromised its internal consistency and the document as a whole continues to meet the needs of the profession. It recommends to the Council revisions as necessary.
3. The committee upholds, promotes, and advocates for broader and more meaningful adoption of ethics across the archives profession and outlined in the SAA Statement on Diversity, Equity, and Inclusion. 
4. The committee monitors and advises on the rise of new ethical and professional conduct issues due to societal, legal, judicial and/or technological developments.
5. The committee solicits or creates case studies, outreach programming, and other educational materials in a variety of formats to promote understanding and utilization of the Code of Ethics for Archivists and Core Values of Archivists, and works with SAA staff members to make these available in appropriate ways.
6. The committee reviews its charge every two years and works with its Council liaison to propose any necessary changes for approval by the Council.

IV. Reporting Procedures

CEPC reports to the Council and works closely with its Council liaison, the President, and the Executive Director to ensure that it is responsive to the Council’s needs. The co-chairs are responsible for submitting an annual report to the Council, and may also submit items for Council action or discussion and feedback as necessary. The co-chairs also are  responsible for ensuring that minutes of CEPC meetings are prepared and posted on the CEPC’s SAA-hosted website to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

Last Revised: June 2009; May 2014: July 2023

Committee on Public Awareness

I. Purpose

The Committee provides strategic information and advice to the SAA Council to enhance SAA’s capacity to promote the value of archives and archivists to institutions, communities, and society.  The Committee recommends to the SAA Council the public awareness priorities on which SAA should focus its attention and resources, within the context of the Society’s mission and strategic plan.  In addition, the Committee works with staff and outside counsel to develop programs that promote the value and role(s) of archivists and archives nationwide.

The Committee on Public Awareness (COPA) is distinguished from the Committee on Advocacy and Public Policy (CAPP) by virtue of the audiences with which each group generally interacts and whose opinions it seeks to influence. CAPP generally is concerned with influencing legislative and regulatory (i.e., public policy) decisions of government at all levels; COPA generally is concerned with influencing opinions about the value of archivists and archives among the general public and stakeholder groups other than legislators and regulators (e.g., archives users, institutional resource allocators, etc.).  The two committees may collaborate on identification of key audiences, messages, and mediums to ensure a coordinated approach to SAA’s priorities and communications.

II. Committee Selection, Size, and Length of Term:

The Committee consists of eight members (including a chair and vice chair) who are appointed by the SAA Vice President for staggered three-year terms.  The individual who is selected by the Vice President as vice chair, typically from among the third-year members, becomes vice chair in the fourth year of service and accedes to chair in the fifth year. Individuals may be reappointed to the Committee.

III. Duties and Responsibilities

The Committee has the following duties and responsibilities:

A.  Acting proactively, the Committee: 

• Works closely with SAA staff and, when available and appropriate, outside public relations counsel to develop work plans for enhancing public awareness of archivists and archives.
• Prepares drafts, for Executive Committee or Council approval, of key public awareness messages, seeking input from members, component groups, and experts as appropriate.
• Oversees development and distribution of low-cost, low-barrier tools and training for archivists to use in creating public awareness initiatives in their own local environments.
• Seeks member, public, and media feedback to continuously increase the effectiveness of and involvement with public awareness activities, including but not limited to American Archives Month.
• Determines and implements effective methods for tracking metrics associated with public awareness of and appreciation for archivists and archives.

B.  Acting in cooperation with other organizations and groups:

• Brings to the Council's attention areas in which collaboration with internal groups and external organizations, including the Council of State Archivists, the National Association of Government Archives and Records Administrators, regional archival associations, and others may advance the Society's public awareness interests.
• At the request of the Council or with its approval, cooperates with such organizations in pursuing public awareness efforts that further the interests of SAA and its members.

C.  Acting in response to requests or events, the Committee:

• Responds in a timely fashion to requests from the President (acting on behalf of the Council) or the Executive Director for background information and recommendations on matters related to public awareness issues.
• Develops and coordinates strategies for the Council and SAA to use in responding rapidly and appropriately to public awareness opportunities.
• Collaborates with SAA component groups to ensure that the Committee and the Council are aware of and responsive to the public awareness issues that are of concern to members. 

IV. Reporting

The Committee works closely with the President, its Council Liaison, and the Executive Director to ensure that it is responsive to the Council's needs and is working in coordination with the staff office. In certain cases, when time is of the essence, Committee communications with the President and Executive Director may be discussed and acted upon solely by the Executive Committee.

Adopted by the SAA Council:  March 17, 2014.

Committee on Public Policy

I. Purpose

The Committee’s purpose is to provide strategic information and advice to the SAA Council to enhance SAA’s capacity to address public policy issues and concerns affecting archivists, archives, the archival profession, and its stakeholders.  The Committee recommends to the SAA Council the public policy priorities on which SAA should focus its attention and resources, within the context of the Society’s mission and strategic plan.  Although the Committee's purview is broad, its overarching priorities are issues related to the preservation of and access to records of enduring value that affect archivists, archival institutions, and users of the archival record.

II. Size, Composition, Selection, and Length of Terms

The Committee consists of eight members. Six members are appointed by the SAA Vice President for staggered three-year terms; a vice chair and chair serve one-year terms.

The SAA Vice President appoints a vice chair from among the Committee members serving in their third year.  That individual serves a fourth year as vice chair and accedes to chair in the fifth year.  Individuals may be reappointed to the Committee.

III. Duties and Responsibilities

The Committee has the following duties and responsibilities:

A. Acting proactively, the Committee: 

• Periodically reviews and suggests (for Council approval) revisions to SAA’s Advocacy Agenda.
• Prepares drafts, for Executive Committee or Council approval, of position papers, statements, issue briefs, and other documents related to public policy issues, seeking input from members and experts (including component groups) as appropriate and feasible.
• Tracks legislative, regulatory, and other public policy issues that are of concern to archivists so that the Council is prepared to address the issues in a knowledgeable manner.
• Brings to the Council's attention areas in which collaboration with other organizations may advance the Society's public policy interests and, under Council direction or with its approval, cooperates with such organizations in furthering SAA's interests.

B. Acting in response to requests or events, the Committee:

• Responds in a timely fashion to requests from the President (acting on behalf of the Council) or the Executive Director for background information and recommendations on matters related to public policy issues.
• Develops and coordinates strategies for the Council and SAA to use in responding rapidly and appropriately to public policy issues or situations that require SAA comment and/or action.
• Prepares position statements and issue briefs on high-priority topics for approval by the Council.
• Collaborates with SAA component groups to ensure that the Committee and the Council are aware of and responsive to the advocacy and public policy issues that are of concern to members. 

IV. Reporting

The Committee works closely with the President, its Council Liaison, and the Executive Director to ensure that it is responsive to the Council's needs and is working in coordination with the staff office. In certain cases, when time is of the essence, Committee communications with the President and Executive Director may be discussed and acted upon solely by the Executive Committee.

Approved by the SAA Council: September 2013

Name change to Committee on Public Policy (COPP) approved by the SAA Council: May 2016

Committee on Research, Data, and Assessment

I. Purpose

The Committee on Research, Data, and Assessment provides access to significant and useful data and research about SAA, American archives, and their users that evidence the value of archives for society and help us improve our services to SAA members and to our consumers. The Committee will work to conduct or support relevant research and to create, gather, and preserve data by directing and engaging in several areas of activity:

• Providing SAA members with standardized tools for gathering and analyzing data;
• Providing a repository or portal for data and other research outputs;
• Providing training on gathering, analyzing, interpreting, and using data; 
• Providing up-to-date and reliable basic facts and figures about archives and archivist; and
• Providing a space to discuss and share information about research initiatives with relevance for archives and records management through the SAA Research Forum.

II. Committee Selection, Size, and Length of Term

The Committee shall consist of a minimum of eleven appointed members (including two co-chairs) serving staggered three-year terms with the possibility of reappointment. The Vice President, on behalf of the Council and with the recommendation of the Committee, appoints new members and co-chairs. Because the Committee may benefit from members who possess specialized skills and abilities that may vary from time to time, a Request for Applicant-based process may be necessary to help surface the best candidates in any particular appointment cycle. Maximum Committee size is variable, depending on the number, nature, and complexity of the projects and activities in which the Committee is engaged at any particular time.

To better facilitate the Committee’s diverse work, members may be distributed among multiple project- or activity-based subcommittees, each of which is headed by a subcommittee chair appointed by the Committee co-chairs to repeatable annual terms. The Committee co-chairs may recommend that the SAA Council form (and disband) subcommittees from time to time, based on current needs.

The vice chair of the Committee on Education will serve as an ex officio member of the committee. The outgoing co-chair may serve as an ex officio member of the committee for up to one year after rotating off the committee.

III. Reporting Procedures

The Committee co-chairs shall submit a report for each Council meeting, summarizing current activities and projects and progress toward stated objectives. As directed by the Council, the Committee co-chairs may submit a written report upon the conclusion of specific projects.

IV. Duties and Responsibilities

The Committee shall enjoy a great deal of latitude in developing and engaging in research projects and data accumulation. In so doing, the Committee must maintain frequent communication with the Council, which approves and advises on the Committee’s strategic directions, tactics, resources, activities, and projects. This communication is facilitated by the Committee co-chairs, who must ensure that the Council is aware of emergent planning and directional changes.

The Committee maintains responsibility for achieving its purpose by:

• Looking strategically at the organization’s information needs and sharing its strategies with the SAA Council and relevant component groups;
• Proactively commissioning or directly engaging in necessary and strategic research, including dissemination, preservation, promotion, and education of survey data and research (such as A*CENSUS II);
• Manage the SAA Research Forum;
• Gathering quantitative and qualitative information of strategic value for SAA in the areas of advocacy, public awareness, improved audience service, and community engagement;
• Evaluating such information and surfacing it to SAA members via dashboards, reports, and constructed data sets that members can use to better understand and act on their own environments and to perform better as archivists;
• Engaging academic and other communities within SAA to perform research by helping to set research agendas and by utilizing grants, fellowships, conferences, and other tools and levers;
• Providing a repository (or repositories) and analytical tools for sharing and evaluating useful data about archivists, repositories, audiences, and the environments in which archives function; and
• Building and maintaining, in collaboration with other SAA groups, a training site for archivists around research, data gathering, evaluation and assessment, and business intelligence.

V. Meetings

The Committee shall conduct its business largely through email and conference calls. The Committee shall meet formally each year at the SAA Annual Meeting. Any additional in-person meetings that may be necessary shall occur only with Council approval and funding.

Approved by the SAA Council, November 2018, May 2022, August 2022. 

Committee on the Selection of SAA Fellows

I. Purpose

The Committee on the Selection of SAA Fellows selects Fellows of the Society in accordance with criteria and procedures established and approved by the Council and in accordance with the Society's Constitution and Bylaws. From time to time the committee also performs other tasks assigned by the Council.

II. Committee Selection, Size, and Length of Term

The committee is composed of the three most recent past presidents of the Society, three Fellows who are elected by the Council at its winter meeting and who serve one-year terms, and the immediate past chairs of the Appointments Committee and the Nominating Committee to serve one-year terms. Current members of the committee, current members of the Council, and Society staff members are not eligible for election. The past president who has served the longest on the committee serves as chair of the committee.

III. Duties and Responsibilities

The Committee on the Selection of SAA Fellows elects new Fellows from individuals nominated by members of the Society. Individual members, primary contacts of institutional members, student members, and associate members are eligible to nominate SAA Fellows. The committee establishes a deadline for receipt of nominations well in advance of the Annual Meeting and develops a standard form for use in nominations in consultation with the Executive Director. The committee also ensures that the deadline is publicized and that the form is readily available. Nominations must include complete biographical information, including academic degrees and honors, pertinent professional and technical training, professional publications, Society activities, and a narrative description of the professional contributions that merit designation as a Fellow.

The Constitution provides that no more than five percent (5%) of the total individual membership reported at the last annual business meeting of the Society shall be elected as Fellows; that at least seventy-five percent (75%) of the members of the Committee on the Selection of Fellows must approve each candidate for a nomination to be approved; and that no member of the Society shall be elected a Fellow who has not been a full member of the Society in good standing for at least seven (7) years immediately preceding election. In approving nominations, the Committee shall be guided by achievement in each of the following criteria:

• Appropriate academic education and professional and technical training in any of the fields of the Society's interest;
• Professional archives experience in any of the fields of the Society's objectives for a minimum of seven years, which shall include evidence of professional responsibility;
• Contributions to the profession demonstrating initiative, resourcefulness, and commitment;
• Writings, presentations, and/or educational services (such as workshops or webinars) of superior quality and usefulness contributing to the realization of the Society's objectives;
• Contributions to the archives profession through active participation in the Society of American Archivists and innovative or outstanding work on behalf of the Society.

While serving on this committee standing members may not formally endorse the candidacies of any of the nominations for consideration by the committee, nor participate actively in organizing the submission of an individual nomination. Similarly, when accepting appointment to the committee, Fellows selected to serve by Council should be required to accept as a condition of service that they will not formally endorse the candidacies of any of the nominations for consideration by the committee, nor participate actively in organizing the submission of an individual nomination.

A 75% favorable vote by members of the Committee on the Selection of SAA Fellows is required for election as a Fellow.

GUIDELINES FOR REVIEWERS

Nominations should provide all the information necessary for evaluating the nominee. The evaluation should focus on the quality, quantity, and applicability of the nomination to the criteria. The evaluators should not “fill in” evidence that may be missing. This helps ensure that all nominations are evaluated from a common perspective. Evaluators may or may not personally know or be closely familiar with a nominee and their professional career, so in any given year, those who are on the evaluation committee could influence a decision if factors not included in the nomination are part of the assessment.

Focus of the award is for service to the Society of American Archivists. The nomination needs to demonstrate that the individual has made sufficient contributions to the Society to be named an SAA Fellow. This is an award that honors outstanding contributions through active participation in and efforts on behalf of SAA as well as to the broader archival profession. This is not an award for outstanding contributions to the archival profession nationally or in a region or state without demonstrable contributions to SAA as well. While a nominee’s activities in other venues strengthens the evidence in some of the criteria areas, they do not replace evidence of service in SAA. There are individuals who may be “well-known” but have not participated in the functions and activities of SAA. Such individuals may be appropriate for other awards such as the J. Franklin Jameson Archival Advocacy Award or distinguished recognition from the SAA Council.

Nominations should demonstrate the nominee meets all criteria.  The nomination should demonstrate both how the nominee meets criteria as well as explaining the strengths and impact of their contributions. The nomination should not simply list those items, but explain in a clear and compelling manner how they are superior or exceptional. Nominees will likely have more contributions in some areas compared to others; the final decision to approve a nomination should be based on the whole of contributions demonstrating a significant overall contribution, while meeting the requirement of contributions in each criterion. 

Letters provided should demonstrate the quality of the nominee’s contributions.  Letters may come from a range of individuals including professional colleagues, individuals in other professions or communities, and users who have worked with or benefited from the nominee’s efforts. These letters do not need to be from Fellows, Past Presidents, or those who might be perceived as having status in SAA. The purpose is to demonstrate the quality of the nominee’s contributions, not restate how the individual meets the criteria.

Comparability of assessment. In evaluating each nomination, evaluators should strive to ensure that their assessments are consistent and comparable between nominations. An  evaluator’s knowledge of an individual’s career, or their particular area of expertise and professional focus, should not lead to a more (or less) favorable assessment.

Recusal. Evaluators should recuse themselves from evaluating a nomination when they have a direct working relationship or other professional or personal relationship that may be perceived as too close for objectivity. This might include an individual’s supervisors, supervisees, partners in current or recent professional positions, or partners/spouses or other close relatives.  Recusal by any member of the evaluation committee is not a negative factor for the evaluation, but reflects the intent to ensure fair evaluation for all.

See the SAA Governance Manual Section XI: Fellows for more information. 

IV. Reporting Procedures

The committee chair informs the Executive Director of election results as soon as possible so that certificates may be prepared. The chair confidentially informs new Fellows of their election in advance of the Annual Meeting and publicly presents certificates to them at a ceremony at the Annual Meeting. The chair also ensures that nominators of other individuals are informed of the results of their nominations.

V. Meetings

The Committee consults by mail, telephone, and/or in person after nominations have been received so that each nominee's qualifications can be discussed and evaluated. The election of Fellows also may be held by telephone or in person, confirmed in writing, or by mail.

Approved by the SAA Council: February 1990
Revised: January 1992, August 2008, February 2010, March 2020, May 2022.

See also:

Distinguished Fellows
Fellow Nomination Form

Diversity Committee

I. Purpose

The Diversity Committee works to ensure that the organization's services, activities, policies, communications, and products support the goal of a more diverse SAA and professional archival community. It functions as a catalyst for new diversity-related initiatives, developed in coordination with various SAA entities, and monitors, evaluates, advocates for, and reports on matters pertaining to the diversity of archival practitioners and documentation.

II. Committee Selection, Size, and Length of Terms

The committee consists of nine members, including the chair and vice chair, who are appointed by the SAA vice president/president-elect. Committee members serve staggered three-year terms. In consultation with the chair, the SAA vice president appoints a vice chair from among committee members with at least one year of experience on the committee. The vice chair serves a one-year term, then accedes to a one-year term as committee chair.  

The chairs of the following member affinity groups with interests in diversity issues serve as ex officio members of the committee:

• Archivists and Archives of Color Section
• Diverse Sexuality and Gender Section
• Latin American and Caribbean Cultural Heritage Archives Section
• Membership Committee
• Native American Archives Section
• Women Archivists Section and Women's Collections Section (This is a joint seat appointed in consultation with both section chairs.)

III. Duties and Responsibilities

• Guides members and staff to recognize the integral links of diversity to all SAA entities and concerns.
• Develops diversity-related initiatives either on its own or in conjunction with other SAA units or the SAA office. Identifies prospective initiatives through reviews of the annual reports of SAA units and other means.
• Regularly informs the membership of SAA’s progress regarding the organization’s efforts.
• Monitors within and outside the organization issues that pertain to diversity concerns and advises the Council on how to address them.
• Gathers, reviews, and analyzes feedback from the general membership, SAA leaders, and the Council.
• Explores strategies with the SAA Membership Committee for recruiting and retaining individuals from underrepresented populations into the organization.
• Cultivates relationships with allied professions to seek out opportunities for collaboration.

IV. Reporting Procedures

The Diversity  Committee reports to the Council and works closely with its Council liaison, the President, and the Executive Director to ensure that it is responsive to the Council’s needs. The chair is responsible for submitting an annual report to the Council, and may also submit items for Council action or discussion and feedback as necessary. The chair also is  responsible for ensuring that minutes of Diversity Committee meetings are prepared and posted on the Diversity Committee’s SAA-hosted website to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

V. Meetings

The committee meets once per year at the Annual Meeting and may also meet mid-year when appropriate. In addition, the committee may conduct its business by e-mail or telephone during the course of the year.

Approved by the SAA Council: 2003
Revised: August 2006, February 2010, May 2014

Finance Committee

I. Purpose

The Finance Committee is responsible for assisting the Council in meeting its fiduciary responsibilities by: monitoring the financial health of the organization, ensuring that its assets are protected, and providing advice and counsel to the SAA Treasurer and the Council on financial matters, including the investment program.

II. Size, Composition, Selection, and Length of Terms

The Finance Committee consists of six members: the SAA Treasurer (who serves as chair), the Executive Director, the Finance/Administration Director, and three SAA members appointed by the Vice President in consultation with the current Finance Committee members to determine what expertise is needed as appointments are made. The three appointed members of the Committee serve for staggered three-year terms, so that one individual is appointed by the Vice President each year. The Vice President may appoint a seventh member (as needed or appropriate) an individual who is not an SAA member or archivist, but who has special expertise in one or more aspects of financial management.

III. Reporting Procedures

The Finance Committee reports to each full meeting of the Council, typically via the Treasurer's formal written report, and also reports to the Council on special initiatives as necessary or requested.

IV. Duties and Responsibilities

Review the Society's financial policies and make recommendations to the Council as appropriate. Review and monitor the Society's income and expenditures, annually review SAA dues and dues revenue to assure SAA's long-term financial stability, and report to the Council on SAA's financial needs and stability. Ensure preparation of accurate, timely, and meaningful financial statements. Meet (via conference call) with the independent auditor annually and review the Annual Audit Report. Review bids, interview, and recommend to the Executive Committee the selection of the external auditor every three years. Review and monitor the Society's investments portfolio and report to the Council on the growth and stability of the investments. Recommend changes to the investment strategy and the Investment Policy as appropriate. Review bids, interview, and recommend to the Executive Committee the selection of one or more investment consultants every three years.

V. Meetings

The Committee meets via conference call 1) after receipt of each quarterly report, in order to discuss the Society's financial standing; 2) prior to submission of a draft annual budget for Council review and adoption, in order to ensure that the draft budget is responsible and reasonable; 3) annually with the external auditor, in order to receive and discuss the Annual Audit Report; and 4) as needed with the investment consultant(s), in order to monitor investment performance.

Approved by the SAA Council: August 2009
Revised: May 2010

Host Committee

I. Purpose

Working closely with the SAA Executive Director and staff, the Host Committee serves as an advisory group to, and onsite extension of, the conference staff.  Committee members provide their knowledge of the local area and its history and ideas for the non-program-related arrangements associated with the Annual Meeting. 

The conference staff works with Committee members’ suggestions, the SAA Council-adopted budget, and the input of the SAA President and other leaders and staff to explore options and make final decisions and arrangements. Committee members also contribute promotional information (including articles, photographs, and online-only information about the host city) and serve on site as registration personnel.

II. Committee Selection, Size, and Length of Terms

The SAA Vice President / President-Elect appoints the chair and members of the Host Committee for the meeting over which he/she presides as president. The chair recommends members of the Host Committee from the geographic area in which the Annual Meeting is being held. The chair may wish to designate one or more co- or deputy chairs. The Host Committee is appointed one year or more before the Annual Meeting and serves through that meeting. Members of the Host Committee must be members of SAA, although non-SAA members may be asked to advise or assist the committee.

Host Committees generally establish subcommittees to facilitate their work. The number and responsibilities of these subcommittees is left up to the needs and wishes of each Host Committee.

III. Reporting Procedures

The Host Committee chair submits a report to the SAA Council (at the Annual Meeting or soon thereafter for online consideration) that addresses the extent to which Host Committee activities addressed diversity issues, evaluates the success of the Host Committee work process over the course of the year, and outlines issues encountered or to be addressed by future Host Committees. The Host Committee chair or co-chairs should be available to advise the incoming chair/co-chairs of the next year’s Committee to ensure transfer of knowledge.

IV. Duties and Responsibilities

The Executive Director and conference staff are responsible for:

• Final selection of images, reception venues, and vendors. Final selection of the plenary speakers rests with the President and Executive Director.
• All final logistics arrangements, including negotiations and contracts.

The Host Committee’s primary duties are the following:

A. Identify, research, and recommend:

• Repositories that will hold tours and/or open houses before and/or during the meeting.
• Professional tours (and tour companies).  SAA does not provide any services related to professional tours, but may promote the availability of such tours if they do not conflict with the conference schedule.
• Local vendors that may be good prospects for the Exhibit Hall.
• Local prospects for meeting sponsors.
• Speakers for plenary session(s) (although the final decisions are made by the SAA President).
• All-Attendee Reception site. Closing Party site (if a Closing Party is held).

B. Help promote the meeting and supply articles, images, and other written materials.
The Host Committee works closely with the SAA Executive Director and staff throughout the year prior to and during the Annual Meeting.  Activities led by the Host Committee include but are not limited to:

• Make a brief presentation during the previous year's Annual Meeting and alert local archivists and others about the Annual Meeting.
• Prepare articles for several issues of SAA’s Archival Outlook to build excitement about attending a meeting in the host city and spotlight historical facts and notable local collections. Writing should be energetic, enthusiastic, and interesting; humor is appropriate. Generally these articles include photos and caption information.
• Prepare promotional and welcome information for the Preliminary, Online, and Onsite programs. Provide images (including caption information and usage rights) showing scenes of the host city that may be posted on the SAA website or used in SAA publications for promotional purposes. Images ideally should reflect the diversity of people, collections, repositories, and institutions in the geographic area.

C. Collect, compile, and use available communication mechanisms (social media, conference website, materials in the registration area) to present local information to potential Annual Meeting registrants.  The Host Committee should develop and post actively on an Annual Meeting blog, which should include links to Annual Meeting information tracked and publicized by staff on the SAA website (such as repository tours and session information), as well as the following local information:

• Travel information that will help attendees get around town as easily as possible (e.g., public transportation system maps and schedules, shuttle and taxi information, city maps). Submit to staff and consider linking to this material from the blog. 
• Dining guide.  The Host Committee may choose to compile a guide or simply to provide links to online local guides. Submit to staff and consider linking to this material from the blog.
• Lists of other information that may be of particular interest to attendees, such as local tours, bookstores, coffee houses, fun and unusual shopping destinations, nearby restaurants (with price ranges), services such as drug stores and photocopy facilities, cultural events, recreational activities, and tourist attractions. Information may be gathered from existing resources (such as the convention bureau) or the Host Committee may develop its own directory of information. Submit to staff and consider linking to this material from the blog.
• A list of repositories (e.g., archives, libraries, museums) in the area that are willing to hold tours or to open their repositories to Annual Meeting attendees. Details such as the name, address, hours, and directions to the repository should be submitted to the SAA Executive Director and staff for publication on the Annual Meeting website or via other appropriate SAA media outlets.

D.  Coordinate and supply volunteers (both Host Committee members and other volunteers) for staffing of the “Advance Registration” desk during conference hours.

• Includes checking in pre-paid registrants, handing out name badges and programs, and answering questions about the local area.  

SAA is not able to waive registration fees for Host Committee members or other volunteers. 

V. Meetings

The Host Committee meets as many times as is necessary before the Annual Meeting. SAA staff members attend some of these meetings. Meetings may be conducted in the host city, via conference call, or via alternative remote meeting technologies.

Approved by the SAA Council: September 1988
Revised: June 1992, December 2012

Membership Committee

I. Purpose

The Membership Committee cooperates with the SAA Executive Director, staff, and the Council to provide advice and counsel on matters of membership recruitment and retention.

II. Committee Selection, Size, and Length of Terms

The Membership Committee shall be composed of a chair, a vice chair/chair-elect, and six additional members to serve in staggered three-year terms. The chair of the Diversity Committee serves as an ex officio member. Standing subcommittees shall be appointed by the chair as needed and shall be chaired by a committee member.

The composition of the committee shall represent as broadly as possible all constituencies within the Society. The committee chair submits recommendations of prospective committee members to SAA's vice president/president-elect for consideration, as well as the name of a third-year committee member to serve as its next vice chair. The vice chair will serve a one-year term, followed by a one-year term as chair.

III. Reporting Procedures

The Membership Committee chair and vice chair must submit an annual report to the Council by December 31. The committee works closely with the SAA Executive Director and staff throughout the year as needed.

IV. Duties and Responsibilities

The Membership Committee is responsible for the following:

• Membership Service. Identifying the needs of members and recommending the development of services to meet those needs.
• Increasing Membership. Recommending means for increasing SAA's membership base, especially among underrepresented groups including, but not limited to, African-Americans, Latinos, Native Americans, and Asian/Pacific-Americans.
• Keeping Membership Informed. Recommending to the SAA Executive Director, the Council, and other SAA committees and related associations ways in which to make prospective and current members aware of the resources, services, and membership benefits of SAA.
• Welcoming New Members. Recommending ways to acknowledge new members and to encourage participation in SAA activities. Conducting welcoming activities via the committee's Key Contact program.
  
• Identifying Nonmember Needs and Perceptions. Gathering information on and analyzing non-members’ needs and perceptions of SAA. Recommending ways in which to meet these needs to attract non-members to join SAA.

V. Meetings

The Membership Committee meets at least once during the Annual Meeting and at other times, if necessary.

Approved by the SAA Council: January 1988
Revised: June 1992, June 1997, September 2004; December 2009

See also:
Membership Committee website
 

Mosaic Program Advisory Group (Affiliated Group)

I. Purpose

The Mosaic Program Advisory Group provides ongoing support for the Association of Research Libraries/Society of American Archivists Mosaic Program, which provides financial support, practical work experience, mentoring, career placement assistance, and leadership development to individuals who are from traditionally underrepresented racial and ethnic minority groups. The Mosaic Program work is funded by a three-year, $487,000 grant from the Institute of Museum and Library Services.

II. Task Force Selection, Size, and Length of Term

Following an open call for participation, the SAA Vice President/President-Elect will appoint five SAA members of varying levels of experience within the profession. One of those individuals will serve as the chair of the Advisory Group.  Another of those individuals will serve as the chair of the Mosaic Program Selection Committee.  All appointments are effective from July 1, 2013, to May 31, 2016

III. Reporting Procedures

The Advisory Group will submit periodic reports to the Project Director on a schedule that ensures that all IMLS grant reporting requirements are fulfilled.

IV. Duties and Responsibilities

Advisory Group members will contribute their time and perform all functions as extra-professional activities.

The Advisory Group will:

• Establish the selection criteria for Mosaic Scholars, within the parameters outlined in the grant application.

• Provide input on drafts of calls for applicants, marketing materials, and mentor training materials (e.g., webinars).

• Work with the site coordinator from each partner institution to recruit on-site internship supervisors.

• Work with the site coordinator from each partner institution to recruit on-site mentors.

• In consultation with the SAA Executive Director, the SAA Program Coordinator, and the Project Director, develop the curriculum for the annual Mosaic Program Leadership Symposium to be held in conjunction with the SAA Annual Meeting.

• Work with the Project Director and assigned staff to establish a “career placement service” that will, with the cooperation of mentors, develop programs and services to facilitate effective transitions into the professional workforce for all program participants.

• Work with the Project Director and Program Coordinator to develop and monitor outcomes-based assessment of the program.

V. Meetings

The Advisory Group will accomplish its work primarily via email, conference call, and/or other electronic means and may meet in conjunction with the SAA Annual Meeting (although funding is not provided for a face-to-face meeting).

Mosaic Program Selection Committee (Affiliated Group)

I. Purpose

The Mosaic Program Selection Committee is responsible for reviewing applications and selecting each cohort of Mosaic Scholars (five individuals in each of three years).

II. Selection, Size, and Length of Term

The Selection Committee comprises five individuals. Following an open call for participation, the SAA Vice President/President-Elect will appoint to the Committee three SAA members of varying levels of experience within the profession. The Association of Research Libraries will appoint two individuals to the Committee. The chair of the Selection Committee will also serve as a member of the Mosaic Program Advisory Group. All appointments are effective from July 1, 2013, through May 31, 2016.

III. Reporting Procedures

The Selection Committee will submit periodic reports to the Mosaic Program Advisory Group and Project Director on a schedule that ensures that applicants receive prompt notification and all grant reporting requirements are fulfilled.

IV. Duties and Responsibilities

Selection Committee members will contribute their time and perform all functions as extra-professional activities.

The Selection Committee will:

• Review the applications received in response to the call for applicants issued for each cohort (2013, 2014, and 2015) based on selection criteria established by the Mosaic Program Advisory Group within the parameters outlined in the grant application.

• Provide timely reports of its decisions to ensure that all applicants receive prompt notification.

V. Meetings

The Selection Committee will accomplish its work via email, conference call, and/or other electronic means.

Nominating Committee

I. Purpose

In accordance with the SAA Bylaws, the Nominating Committee selects a slate of candidates to present for membership vote; provides information about the slate of candidates for the SAA Newsletter; drafts questions for inclusion in the candidates' statements; prepares a final report; and reports the election results at the annual business meeting.

II. Committee Selection, Size, Length of Terms

The Nominating Committee is composed of five members who serve for one year. Three members are elected each year by the membership from a slate submitted by the outgoing Nominating Committee and from any petition and write-in candidates submitted by the membership. Two of the three second-year Council members are selected by lot at the spring meeting of the Council to complete this committee. The vice president/president-elect appoints the chair of the Nominating Committee in the event of a tie for that office, according to the procedures in Bylaw 5.A.

The immediate past chair of the Nominating Committee shall serve on the Committee on the Selection of SAA Fellows for a one-year term.

III. Duties and Responsibilities

The committee selects a slate of two candidates for each of the following offices: vice president/president-elect, three members of Council, and three Nominating Committee members. Two candidates for the office of Treasurer are chosen every third year.

Prior to the Annual Meeting, the chair obtains information from the SAA office and/or the SAA Archives regarding the preferential ballot, previous candidate slates, and election results. The Chair sends this information, along with copies of the Nominating Committee Guidelines and Information Sheets for Nominees to the other committee members. She/he also schedules committee meetings at the Annual Meeting, develops meeting agendas, and assigns responsibilities to committee members (e.g., to prepare lists of possible candidates or to contact various groups for suggestions).

The committee normally meets twice during the Annual Meeting. The first meeting, scheduled early in the week, should result in a slate of candidates for each office, a list of alternates, and a draft of the questions for the candidates' statements. (Because so much of the committee's work is completed during the Annual Meeting, if a Nominating Committee Open House is held, it should be scheduled early, perhaps prior to the first committee meeting, so that it can serve as an effective means for securing additional nominations.) The period between the two meetings of the committee is used by committee members to contact prospective candidates, inform them of the duties/ obligations of running for office, provide them with copies of the Information Sheet for Nominees, and secure commitments from as many of them as possible. The second meeting includes preparation of the final slate, the development of plans for contacting any candidates not yet committed, and approval of questions for candidates. A list of suggestions for nominations to be forwarded to the next year's committee also may be prepared at this meeting.

If alternate candidates must be approached after the Annual Meeting, the committee may reconvene by conference call. The final slate is circulated among the committee members for review, and the chair formally writes all candidates to confirm nomination prior to submitting the slate and list of candidates' questions to the Executive Director. The final slate is to be published in the SAA Newsletter. The SAA office handles the preparation and distribution of the ballot and arranges for the tabulation of election results by the Ballot Committee. The Executive Director informs each of the candidates of the results of the election.

The chair of the committee prepares a final report and submits it to the Council.

The chair reports the election results at the following annual business meeting.

IV. Criteria for Selection of Candidates

All candidates must be Individual members of SAA. Although no other formal criteria are listed for candidates, most committees strive for a balanced slate in terms of gender, geographical area, types and size of candidates repositories, and professional interests. The committee may wish to use past service on the Council as a requirement for selection of vice presidential candidates, and active participation in SAA as a requirement for candidates for the Council.

Approved by the SAA Council: June 1988. 
Revised: May 2022.

Program Committee

Publications Board

I. Purpose

The purpose of the Publications Board and Publications Editor is to ensure that the Society's non-serial publications serve the needs of its members. The Publications Board assists the Publications Editor by establishing overall policy direction, goals, and priorities for the non-serial publications program; approving manuscripts; and monitoring publications to ensure consistently high quality. The Publications Board also assists with the evaluation of the Publications Editor as requested by the Council.

II. Board Size, Length of Terms, and Selection

The Publications Board consists of the Publications Editor, who serves as chair of the board, and eight individual board members.

The Publications Editor's term of office, assuming satisfactory performance, is three years, with an option of reappointment for one additional three-year term.

The eight individual board members are appointed for four-year terms that are staggered so that one-fourth of the members are appointed each year. The Publications Editor recommends new members for appointment by the SAA Vice President. The Vice President bears ultimate responsibility for appointing board members to ensure that they represent diverse knowledge areas and constituencies within SAA. The Publications Editor's recommendations, however, bear considerable weight in this appointment process. An individual may serve no more than two consecutive terms.

The chair of The American Archivist Editorial Board will serve as an ex officio member of the Publications Board.

III. Duties and Responsibilities

A. Publications Editor

The role of the Publications Editor is to set a vision and provide philosophical and strategic direction for the program, acquire manuscripts, maintain a clear and transparent review process, direct the work of the Publications Board, cultivate partnerships with other professional associations, and seek external financial support (with the Council's permission) for specific projects.

The Publications Editor also serves as an ex officio member of The American Archivist Editorial Board.

B. Publications Board

The Publications Board assists the Publications Editor to:

1. Develop and implement editorial policies and procedures.
2. Review proposals and manuscripts, recommend peer reviewers, and coordinate review processes.
3. Solicit authors and publish works that support the archival profession.
   • Ensure that seminal archival literature remains in publication.
   • Publish new, and newly translated, academic works on advanced archival topics.
   • Publish works that establish best practices. Produce revised editions as necessary.
   • Publish new works that meet the evolving needs of the membership.
4. Continue a fiscally responsible program of publishing and distributing works relating to archival history, practice, research, and principles.
   • Work to increase funds for an expanded publications program, such as cooperative ventures with other publishers, seeking grants to defray the cost of some publications, and suggesting ways in which the Council-designated Publications Fund might be enhanced.
   • Seek ways to improve marketing strategies for current and new audiences.
5. Participate fully in all board discussions.

C. SAA Office

The SAA office coordinates the physical production and mechanical aspects of the publishing program, including:

• Negotiate contracts with authors;
• Negotiate contracts with vendors (e.g., printers);
• Negotiate contracts with other publishing outlets to distribute works;
• Oversee production of SAA publications;
• Manage inventory of titles;
• Ensure that all deadlines are met;
• Provide reports to assist the Publications Board to accomplish its goals;
• Coordinate communication with and among the Publications Board members, and with SAA members at large;
• Ensure the production and distribution of Publications Board meeting minutes.

IV. Meetings

The Publications Board typically meets twice each year, once at the Annual Meeting and once at the midpoint of the fiscal year (provided funding is available). The Council liaison, Editor of American Archivist, Executive Director, Director of Publishing, and Production Manager participate in all meetings of the Publications Board.

V. Budget

The SAA Council, as part of its budget process, approves the publications program budget, which is prepared by the SAA office.

VI. Reporting and Performance Evaluation Procedures for Editor

The Publications Editor reports directly to the Council, and is required to submit written reports three times a year to the Council. The Council also may request that the Publications Editor attend and present a verbal report in conjunction with the Annual Meeting.

If the Council expresses concern about the performance of the Publications Editor, it will charge the Executive Director to gather information so that the Council can conduct a more detailed performance review. Such a performance review would include feedback from Publications Board members, the Director of Publishing, authors, and other individuals as appropriate.

In years in which the incumbent Publications Editor is eligible for reappointment, the Executive Director will contact the incumbent Publications Editor to determine if he or she is interested in serving a second term. If the Publications Editor expresses such an interest, the matter will be referred to the Council. After reviewing the Publications Editor's performance based on the position description and consulting such individuals as it deems appropriate, the Council will determine whether it wishes to offer the Publications Editor reappointment to a second term or will direct the Executive Director to implement a search for a new Publications Editor.

Approved by the Council September 29, 2006.
Revised by the Council: June 2012.

Standards Committee

I. Purpose

The Standards Committee is responsible for initiating and facilitating the development of standards;* providing review and comment on standards that are relevant to archival theory and practice; educating the archives community about the value and role of standards; maintaining and updating the SAA Standards Portal; and partnering with related information management professional organizations on standards of mutual concern and interest.

* For the purposes of this document, the term "standards" includes standards, technical standards, conventions, rules, guidelines, and best practices. See Standards Development and Review for more information.

II. Committee Selection, Size, and Length of Term

The Standards Committee consists of nine appointed members (including two co-chairs) appointed by the SAA vice president / president-elect for staggered three-year terms. The Committee also shall include ex officio members, including chairs of all technical subcommittees and development and review teams that report to the Standards Committee, representatives of other SAA groups whose interests and activities closely interact with those of the Standards Committee, and members who serve as SAA's representatives to external organizations that deal with matters within the Committee's area of concern. Ex officio members shall include:

• The immediate past co-chair of the Standards Committee, who shall serve as an ex officio member for one year;
• SAA's representative to the American Library Association's Committee on Cataloging: Description and Access and MARC Advisory Committee;
• SAA's representative to the ARMA International Standards Development Committee (ARMA-SDC);
• SAA's representative to the International Council on Archives Experts Group on Archival Description (ICA-EGAD)
• SAA's representative to the National Information Standards Organization (NISO);
• A representative from the Canadian Council of Archives' Canadian Committee on Archival Description (CCA-CCAD);
• A representative from the International Council on Archives Committee on Best Practices and Standards (ICA-CBPS);
• Other SAA representatives appointed to standards-developing organizations; and
• Chairs of each technical subcommittee and development and review team

The SAA vice president / president-elect annually appoints three members based on recommendations from the Standards Committee co-chairs, whose terms begin at the end of the Annual Meeting. The co-chairs are appointed for staggered two-year terms, and are normally appointed based on the recommendation of the co-chairs by the vice president / president-elect from among the current and previous members of the Committee. Following the co-chair's two-year appointment, the co-chair shall become an ex officio member for one year.

Technical subcommittees. The Standards Committee may recommend that the SAA Council form (and disband) technical subcommittees. The SAA Council may charge a technical subcommittee to oversee SAA-developed standards. Technical subcommittees are responsible for the maintenance and review of the assigned standard (which requires that they monitor all feedback and calls for revision of the standard) and for promoting the standard and educating appropriate communities about it. Technical subcommittee chairs serve as regular or ex officio members of the Standards Committee.

With the recommendations of the Standards Committee co-chairs, the SAA vice president / president-elect appoints technical subcommittee chairs and members. Technical subcommittee members must have expertise related to the standard that they are responsible for maintaining. Technical subcommittees are ongoing as long as the adoped standard remains in use. Technical subcommittee chairs serve as regular or ex officio members of the Standards Committee.

Development and review teams. The Standards Committee may recommend that the SAA Council form (and disband) development and review teams to research and develop a specific standard, review a specific standard, study the need for a standard, or address a particular topic. Development and review teams are ad hoc and will be charged for an appropriate period of time as determined by the Council in consultation with the Standards Committee, not to exceed three years, and with the possibility of renewal.

With the recommendations of the Standards Committee co-chairs, the SAA vice president / president-elect appoints development and review team chairs and members. Development and review team members must have expertise related to the topic being addressed, and will most often be from the group that proposed the original project. Development and review team chairs serve as regular or ex officio members of the Standards Committee.

III. Reporting Procedures

The Standards Committee reports to the Council, providing a formal written report annually and reporting on special initiatives as necessary or requested. The co-chairs are responsible for coordinating the formulation and evaluation of the annual report and other planning documents as needed in consultation with Standards Committee members. The chair of each current technical subcommittee and development and review team is responsible for preparing and submitting an annual report of the group's activities to the Standards Committee co-chairs.

IV. Duties and Responsibilities

To fulfill its mission as described above, the Standards Committee is specifically charged to:

• Oversee the process of standards development by identifying standards needs; recommending to the Council the establishment of technical subcommittees or development and review teams, as necessary, to research, prepare, monitor, and review standards; and recommending action on proposed standards to the Council.
• Ensure that the SAA Standards Portal is maintained and updated on a timely basis.
• Develop, implement, and periodically review a profession-wide plan to address all standards needs across all the core competencies of the profession.
• Monitor and review, and recommend for endorsement when appropriate, other national and international standards that affect archival practice.
• Implement a process for the periodic review of all standards that are relevant to archival theory and practice.
• Conduct maintenance reviews of SAA-adopted standards in accordance with established review cycles.
• Publicize and promote standards-related news and information to the archives community.
• Work in concert with the Program and Education committees and SAA staff to endorse and develop workshops, conference programs, and other educational opportunities related to archives standards.
• Collaborate with international and national associations on standards development projects, with an understanding that the SAA Council must approve in advance all contractual and financial obligations.
• Coordinate the work of SAA representatives to standards organizations.
• Investigate for all SAA-developed standards the feasibility of adoption by the American National Standards Institute as a national standard.

VI. Meetings

The Standards Committee meets once per year at the SAA annual meeting. Depending on operational need and contingent on SAA Council funding, the Committee or subgroups of it may meet midyear. Periodic conference call meetings may be scheduled as needed. Although regular meetings are open to any SAA member who wishes to attend, the Committee shall also hold public meetings as needed at the SAA annual meeting to report on the progress of ongoing standards development or to review projects and to receive questions and suggestions.

Approved by the SAA Council: June 1991 (for a period of three years); June 1992, extended to June 1995
Revised: June 1998, February 2010, January 2011, January 2012, August 2013, November 2018.

American250 Task Force

I. Purpose: 

The 250th Anniversary of the signing of the Declaration of Independence will take place in 2026. SAA aims to demonstrate the depth and breadth of the American story—extending both before the signing in 1776 and into the future—by centering archives and their stewards. As archives hold the essential evidence of the American story, it is essential that archivists seize this opportunity to make themselves part of the conversation.
 
The aim of this task force, therefore, is to develop programming, tools, and resources to coincide with the 250th Anniversary. The task force will propose one to three events, activities, or resources that could be created by SAA on this occasion; craft a budget for the proposed ideas; identify external resources to be shared broadly by SAA; and work to develop the proposed item(s) for dissemination during 2026.

II. Selection, Size, and Length of Term 

This task force will consist of 8 members, including 2 co-chairs. The length of term extends from January 2025 through September 1, 2026. SAA requests a minimum commitment of 6 – 8 months with the ability to lead and support sub-groups. Monthly meetings are required; however, more frequent meetings may be necessary in the early stages of this Task Force to establish a budget and planning.

III. Reporting Procedures

This Task Force will report monthly to the SAA Executive Committee and quarterly to the Council (to be submitted by chair and council liaison.)

IV. Duties and Responsibilities

Members of this task force will attend scheduled meetings regularly, attend scheduled meetings regularly, and complete all tasks as assigned. They will prepare and submit a budget by March as part of a proposal containing options for how SAA will lead or participate in the commemoration.
To fulfill its purpose as described above, the Task Force is charged with the following: developing proposals for potential programs and providing these options to Council for selection. Working further to create the selected project(s).

V. Meetings 

Meetings will be virtual, and the task force will determine their interval. Please anticipate that at the beginning, meetings will be more frequent to get the process/program started.

Approved by the SAA Council in November 2024.

Archival Worker Labor Task Force

I. Purpose

The Archival Worker Labor Task Force is responsible for identifying, analyzing, and prioritizing archival worker labor (including students and interns) issues that SAA can impact for the purpose of building long-term structural support among archival workers, SAA, and other organizations for secure and equitable labor conditions for all archival workers.

II. Selection, Size, and Length of Term

The Task Force is charged for a three-year period beginning in August 2023, with a final report with recommendations due to the Council no later than September 2026. The Task Force will consist of nine members (one of whom will serve as chair). Of these members, one will be appointed from among the SAA Foundation Class B board members, one will be a non-member, and one will be a former member of the Task Force on Archival Compensation.

III. Reporting Procedures

The Task Force will prepare an interim status report for the Council’s Fall 2024 & 2025 meetings and a final written report with recommendations for the Council’s Summer 2026 meeting.

IV. Duties and Responsibilities

To fulfill its purpose as described above, the Task Force is charged with:

• Identifying what labor issues SAA should assist with;

• Identifying funding sources, including SAA’s relationship with the SAA Foundation;

• Determining risks associated with SAA responses and funding;

• Determining the most effective mechanisms for managing and distributing resources (including educational ones) and collaborating with other actors; and

• Assessing the impact on SAA staff.

• Investigating compensation for volunteer work done for SAA.

The Task Force should investigate these issues, identify actions SAA should take and prioritize them, and report back to the SAA Council. The Task Force should seek assistance from non-member experts as needed.

V. Meetings

The Task Force shall meet virtually as needed to conduct its work. The Task Force may conduct its business by email, telephone, or virtual meeting during the year.

Approved by the SAA Council in May 2023. 

Membership Funding and Pathways for Diverse Archives Workers Task Force

I. Purpose

The Membership Funding and Pathways for Diverse Archives Workers Task Force will

·                 By December 2024 (FY25), draft a plan for ongoing funding to support memberships and annual meeting attendance scholarships for diverse archives workers, including retention and engagement (phase 1) and  

·                 By July 2025, make recommendations to the Council on a plan, program, or track focused on building accessible leadership pathways for diverse archives workers (phase 2).

The plan and recommendation will consider the Society’s Strategic Plan 2023-2025 and the DEIA Work Plan and be informed by existing goals and strategies developed by SAA component groups – specifically the Diversity Committee, the Membership Committee, and the SAA Foundation.

The plan and recommendations will be focused in their approach to secure funding and provide clear and accessible membership and leadership pathways for diverse archives workers. They will outline ways to reduce barriers to participation in the Society – specifically through funding memberships and annual meeting attendance costs for diverse archives workers.

The plan and recommendations will be first implemented in FY25, with the goal of the first round of membership and annual meeting funding being distributed during that fiscal year. A second phase–focused on accessible leadership pathways for diverse archives workers– is to be implemented subsequently.

II. Task Force Selection, Size, and Length of Terms

The task force will consist of eight members who will be appointed by the SAA Vice President/President-Elect. The chair will be selected by the task force from among the current task force members. The Task Force members’ terms will end in August 2027. 

Representatives from the component groups and sections shall serve on the Task Force are listed below:  

Awards Committee, chair or designee 
Diversity Committee, chair or designee 
Membership Committee, chair or designee 
Treasurer, chair or designee 
SAA Foundation Development Committee, chair or designee 
Accessibility and Disability Section, chair or designee 
Diverse Sexuality and Gender Section, chair or designee 
Native American Archives Section, chair or designee 

III. Duties and Responsibilities

·         By December 2024, draft a plan and approach for funding memberships and annual meeting attendance scholarships for diverse archives workers, including retention and engagement, starting in FY25.

·         By July 2025, make recommendations to the SAA Council on a plan, program, or track focused on building accessible leadership pathways for diverse archives workers.

·         Consult with allied professional groups funding similar programs. Examples include– but are not limited to– ACRL and the American Society of Association Executives Diversity Executive Leadership Program.

·         Consult with SAA component groups who have implemented similar programs. Examples include– but are not limited to– the Native American Archives Section, the Harold T. Pinkett Student of Color Award, the Brenda S. Banks Travel Award, and the Mosaic Scholarship.

·         Make recommendations to the SAA Council on necessary actions to ensure continued participation of– and secure funding for– diverse archives workers.

·         Explore options for securing ongoing funding for these programs.

IV. Reporting Procedures

The Membership Funding and Pathways for Diverse Archives Workers Task Force reports to the Council and works closely with its Council liaison, the President, and the Chief Executive Officer to ensure that it is responsive to the Council’s needs.

The chair is responsible for submitting a mid-term update and annual report to the Council, a phase 1 report and recommendation by December 2024, a phase 2 report and recommendation by the summer 2025 the SAA Council meeting and may also submit items for Council action or discussion and feedback as necessary.

The chair is also responsible for ensuring that minutes of the Task Force’s meetings are prepared and posted on the Task Force’s microsite to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

V. Meetings

The Task Force shall meet virtually as needed to conduct its work. The Task Force may conduct its business by email, telephone, or virtual meeting during the course of the year. 

Adopted by Council: May 2022

SAA-ACRL/RBMS Joint Task Force to Revise the Statement on Access to Research Materials in Archives and Special Collections Libraries (Affiliated Group)

I. Purpose

The SAA-ACRL/RBMS Joint Task Force to Revise the Statement on Access to Research Materials in Archives and Special Collections Libraries (hereafter “Task Force”) is responsible for reviewing and revising a Joint Statement that was last released by the two organizations in 2009. The Task Force should recommend any and all revisions that would bring the Statement up to date, and should consider two points raised by the SAA Committee on Public Policy:

• Born-digital materials. The last revision of the Joint Statement (2009) was approved prior to the growth of the use of digital forensics software in cultural heritage institutions. (See, for example, Digital Forensics and Born-Digital Content in Cultural Heritage Collections, by Kirschenbaum, Ovenden, and Redwine, 2010, and the development of the revised OAIS reference model, 2012.) Software used by creators often collects additional information about the document without the creator being aware of its collection. This information can be retrieved by the use of digital forensics software. The Committee suggests that input on the Joint Statement be collected from individuals who are familiar with the capture of born-digital documents to ensure that the general tenets of the Joint Statement are revised to adapt to an increasingly digital world.
• Existence of research materials. Point 2, regarding Intellectual Accessibility, states that a repository “should inform researchers… of the collections in its custody…. The existence of original research materials should be reported, even if they are not fully accessible.” However, Point 1 on Responsibility states that a repository “should not… conceal the existence of any body of materials… unless required to do so by law, institutional access policy, or donor or purchase stipulation.” This last qualifying phrase established a seemingly contradictory standard wherein legal, institutional, or donor restrictions could eclipse a researcher’s right to basic knowledge about the existence of materials as stipulated in Point 2. The Committee suggests that the Joint Statement be revised to clarify this issue.

The Statement will be submitted for approval by the executive bodies of SAA and the Association of College and Research Libraries (ACRL) and ACRL’s Rare Books and Manuscripts Section (RBMS). The Task Force will recommend a plan for periodic review of the Statement at the time the Statement is submitted to SAA and ACRL/RBMS for approval.

II. Selection, Size, and Length of Term

The Task Force is charged for a period that begins in September 2017 and continues through the August 2019 SAA Annual Meeting. The Task Force will include six members, with an equal number of members appointed by SAA and ACRL according to their normal appointment procedures. A Task Force member may be a member of both organizations but will be appointed to the Task Force representing one organization only.  In addition to the committee members, ex officio members and liaisons may be appointed by each organization according to its normal procedures.

Due consideration will be given by each organization to appointing members who have the requisite knowledge and experience in access to research materials in archives and special collections libraries, and particularly those with knowledge of changes in this area since the 2009 Statement was issued.

One member appointed by each organization will be designated to serve as a Task Force co-chair. The co-chairs will be responsible for convening Task Force meetings, leading Task Force work, ensuring that deadlines are met, following procedures of their respective organizations, and communicating as needed or required with the executive bodies and staffs of their respective organizations. 

III. Reporting Procedures

The Task Force co-chairs will report to the SAA and ACRL/RBMS executive bodies according to the following schedule:

• Interim report at the January 2019 ALA Midwinter Meeting and the January 2019 SAA Council conference call meeting.
• Final report at the June 2019 ALA Annual Conference and the August 2019 SAA Annual Meeting.

More frequent reports are welcome but not required.

IV. Duties and Responsibilities

To fulfill its purpose as described above, the Task Force is specifically charged to:

• Consult broadly with the archives and special collections communities to ensure that the revised Statement reflects current and emerging practices relating to provision of access to research materials.
• Conduct one or more public comment periods to solicit input on draft version(s) of the Statement, and address public comments in all reports to the SAA and ACRL/RBMS executive bodies.

V. Meetings

The Task Force will carry out its charge primarily via electronic mail, conference calls, and online meetings in accordance with the meeting policies of the respective organizations.  Face-to-face meetings may also be scheduled during the SAA Annual Meeting (pending space availability) and the midwinter and annual meetings of the American Library Association. Task Force members will be encouraged but not required to attend face-to-face meetings in person.

Minutes will be prepared for each face-to-face meeting and any conference call or online meeting that meets policy definitions for a meeting, and the minutes will be posted within thirty days to the public websites of the respective organizations.

Approved by the SAA Council in August 2017. 

Task Force to Review the Fellows Selection Process (disbanded)

I. Purpose

The purpose of the task force is to review the process of selecting SAA Fellows and recommend any appropriate changes, clarifications, or guidelines that the task force thinks are warranted in administering this program in the future.

II. Size, Composition, Selection, Length of Term

The task force will comprise seven individuals and will include the 2019 chair of the Committee on the Selection of SAA Fellows, two current or past members of the Committee who have also served as SAA President, two former Council members, and two Fellows who have not served as SAA President.

The task force will be appointed by August 12, 2019, and its term will end with submission of a final report and recommendations on December 9, 2019.

III. Duties and Responsibilities

The task force will review the questions put forward by the 2019 Committee on the Selection of SAA Fellows as well as the composition of the committee as a whole, and make recommendations to the SAA Council about any changes or additional guidelines to be included in the Committee’s charge going forward.

IV. Reporting

The task force will prepare a final report with recommendations to the Council by December 31, 2019.

Approved by the SAA Council, August 2019.

Tragedy Response Initiative Task Force (disbanded)

I. Purpose

The Tragedy Response Initiative Task Force is responsible for 1) creating and/or compiling material for ready accessibility by archivists who are facing a sudden tragedy and 2) exploring the feasibility of creating a standing body within SAA that would update documentation as needed and serve as a volunteer tragedy response team.

II. Selection, Size, and Length of Term

The Task Force is charged for a two-year period that begins in January 2018, with a final report and recommendations for the Council no later than January 2020.

The Task Force will comprise eight SAA members, one of whom will serve as chair. Task Force members will be appointed by the SAA Vice President/President-Elect.

III. Reporting Procedures

The Task Force chair will prepare a written status report for each of the Council’s spring and fall meetings, and will prepare for Council consideration at its fall/winter 2020 meeting a final written report with recommendations. Should the Task Force recommend that a standing group be created, it should include in its final report a draft charge/description for that group.

IV. Duties and Responsibilities

To fulfill its purpose as described above, the Task Force is specifically charged to:

• Research current best practices and resources for archival tragedy response, including interviewing similar, successful programs (i.e., Disaster Planning and Recovery Subcommittee, AID National Heritage Responders).
• Collaborate with allied organizations to ensure that policies and practices reflect varied needs and strategies for cooperation among various archival institutions.
• Create and/or compile material for the SAA website documenting professional policies and best practices for collecting strategies, management, preservation, and provision of access to memorial collections, including templated forms that are easily adapted.
• Determine whether sufficient need exists to justify the effort and costs associated with establishing a standing body to serve as a Tragedy Response Volunteer Team.
• Determine how such a standing body might be structured, staffed, and governed, with administratively and financially sustainable models for national-, regional-, and state-based structures.
• Determine how such a standing body might be financed and supported.
• Propose how such a standing body might interact with other SAA groups and with external groups.

V. Meetings

The Task Force will carry out its charge primarily via electronic mail, conference calls, online meetings, and face-to-face meetings held in conjunction with the SAA Annual Meeting. Should the Task Force determine that an additional face-to-face meeting would be beneficial, it must apply to the Council (through the Executive Office) for funding. 

Approved by the SAA Council, November 2017.
Disbanded March 2020, per end of task force term.

Archival Compensation Task Force (Disbanded)

I. Purpose

The Archival Compensation Task Force is responsible for 1) identifying issues related to archival compensation, including benefits, salary negotiations, working conditions, etc.; 2) studying and evaluating archival compensation in its entirety using past, current, and new data generated on the subject; 3) creating and disseminating an archival compensation survey to SAA members; and 4) exploring the feasibility of creating a standing body within SAA to liaise and communicate with non-archival entities (such as O-Net, the Bureau of Labor Statistics, the Regulatory Affairs Professionals Society, and others) to ensure that SAA continues advocacy efforts and activities, including research and documentation pertaining to these groups.  

II. Selection, Size, and Length of Term

The Task Force is charged for a two-year period beginning in February 2020, with a final report with recommendations due to the Council no later than January 2022. The Task Force will comprise eight SAA members (one of whom will serve as chair) and two non-members (such as compensation and recruitment professionals). Included among the SAA members appointed will be a member of the Business Archives Section, the Committee on Research, Data, and Assessment (CORDA), the Independent Archivists Section, and the Student and New Archives Professionals Section. Task Force members will be appointed by the SAA Vice President/President-Elect.

III. Reporting Procedures

The Task Force will prepare a written status report for the Council’s spring and fall meetings, and will prepare for Council consideration at its fall/winter 2022 meeting a final written report with recommendations. 

IV. Duties and Responsibilities

To fulfill its purpose as described above, the Task Force is charged to:

• Research current best practices and resources for compensation, including conducting a literature review of allied (i.e. library, records management, museums, IT) and non-archives-adjacent professions.

• Conduct an SAA membership compensation package survey.   

• Collaborate with allied organizations to ensure that current or recommended policies and practices reflect varied needs and strategies for cooperation among various archival institutions.

• Create and/or compile material for the SAA website documenting professional policies and best practices for salary-related topics, such as compensation by region/institution, benefits, negotiation practices, labor statistics, etc. 

• Determine whether sufficient need exists to justify the effort and costs associated with establishing a standing body to serve as an Archival Compensation Advocacy Committee. If the group wishes to propose creation of a standing body, its recommendations shall include the following:  1) how such a standing body might be structured, staffed, and governed, with administratively and financially sustainable models for national-, regional-, and state-based structures; 2) how such a standing body might be financed and supported; and 3) how such a standing body might interact with other SAA groups and with external groups.

V. Meetings

The Task Force will carry out its charge primarily via electronic mail, conference calls, online meetings, and face-to-face meetings held in conjunction with the SAA Annual Meeting. Should the Task Force determine that an additional face-to-face meeting would be beneficial, it must apply to the Council (through the Executive Office) for funding.

Approved by the SAA Council, December 2019. Disbanded May 2023

List of SAA Sections

Accessibility and Disability Section
The Accessibility & Disability Section aims to be an inclusive community for people with disabilities and allies; where we can learn from each other, compile resources, and showcase work and collections promoting accessibility and disability representation.

Acquisitions and Appraisal Section
The Section provides a forum for discussion of issues and interests pertaining to the acquisition and appraisal of public records, private papers, and other archival or manuscript collections.

Archival Educators Section
Facilitates exchange of information about archival education programs throughout the United States and Canada and provides a forum for discussion of issues relevant to those who teach courses and workshops in archival administration and related topics, in both academic institutions and other settings.

Archival History Section
Stimulates interest among archivists in the profession's own past and suggests ways of studying its history.

Archives Management Section
Addresses the identification and consideration of management and leadership issues that are important to archivists and archival institutions and brings together archivists from dissimilar institutions who share these interests.

Archivists & Archives of Color Section
Provides a forum to identify and discuss concerns faced by racial minorities; encourages exchange of ideas by archivists with diverse racial backgrounds; promotes wider participation of minorities within the archival profession; ensures the preservation of archival materials pertaining to minorities; supports development of archival services and programs to minorities; and seeks funding for scholarships for minority students in library/information science master’s degree programs.

Archivists of Religious Collections Section
The Section represents a network of professional archivists who work for national, international, and local church organizations, religious societies and orders, and theological schools. Section members are engaged in documenting the many sides of the private and public experience of faith as it is lived out through the institutional church, religious movements, and individual experience. See also the ARCS legacy website.

Audio and Moving Image Section
Serve as a forum for discussing the role, needs, preservation, and management of sound recordings in audio and audiovisual archival collections.

Business Archives Section
The Section brings together archivists who administer non-current records of corporations and businesses from an historical and archival standpoint. This section also produces a Directory of Corporate Archives.

Collection Managment Tools Section
Provides a forum for archivists from all types of repositories to identify and discuss key issues relevant to the implementation, support, comparison, analyses, and integration of collection management tools and systems.

College and University Archives Section
The Section provides a forum for archivists who are concerned with the administration, organization, and care of records of institutions of higher education. Guidelines for College and University Archives are also available here.

Congressional Papers Section
Provides a means for discussion of archival issues involved in the acquisition, processing, and administration of the papers of members of the United States Congress.

Description Section
The Section provides a forum for persons involved in the development of appropriate means to organize and describe manuscripts and archives. Information and documentation on descriptive standards can be found here.

Design Records Section
The Section supports the preservation of design records that include, but are not limited to, architectural, engineering, landscape architecture, planning, urban design, graphic design, and construction records. The community discusses the storage, conservation, arrangement, preservation, access, and description problems inherent in specialized records. Provides a forum for members to discuss issues related to access and management of architectural, design, and related fields. 

Diverse Sexuality and Gender Section
Provides a forum for archivists who are concerned with ensuring that the archival record includes documentation of lesbian, gay, bisexual, and transgender history and culture; ensures that LGBTQIA archival issues are identified and visible within SAA; and serves as a liaison between independent LGBTQIA archives and SAA.

Electronic Records Section
The Section functions as a locus of expertise, leadership, and information sharing for SAA regarding management and preservation of records in electronic form.

Encoded Archival Standards (EAS) Section
Promotes the implementation and use of encoding standards for dissemination of archival information. To this end, the Section aims to provide tools and information for use in encoding archival descriptions; promotes discussion and facilitates the use of software for markup, parsing, indexing, and delivery; and monitors and contributes to encoding standard development for archival description.

Government Records Section
The Section provides a forum for archivists who are concerned with the administration, organization, and care of records of government.

Human Rights Archives Section
Aims to create a space for SAA members and other stakeholders (human rights advocates, scholars, government officials, and non-governmental organization workers) to increase dialogue and collaboration on issues related to the collection, preservation, disclosure, legal implications, and ethics of human rights documentation.

Independent Archivists Section
Seeks to facilitate and foster the sharing of ideas, information, and support among archivists outside the traditional archival repository, including independent contractors, private archivists, digital archivists, and freelance and consulting archivists.

International Archival Affairs Section
Identifies and addresses issues and concerns of archives and archivists throughout the world, and provides a forum for discussion, dissemination, and promotion of issues related to international archival affairs.

Issues & Advocacy Section
Dedicated to finding news of, and formulating for the SAA Council's consideration, possible responses to archives- and records-related issues and events.

Labor Archives Section
Promotes communication among archivists and institutions concerned with records in the field of labor and develops cooperative strategies and guidelines to ensure comprehensive documentation of the labor movement. Maintains a Directory of Labor Archives in the United States and Canada.

Latin American and Caribbean Cultural Heritage Archives Section (LACCHA)
Serves as a forum for discussion and advice on issues relating to the management and preservation of archival and cultural heritage materials housed in U.S. repositories and originating from the Latin American and Caribbean area or created in the United States by Latin American and Caribbean diaspora or special-interest groups.

Local Government Records Section
Provides a forum for dialogue among archivists who are concerned with the administration, organization, and care of records of local government.

Manuscript Repositories Section
The Section serves as a forum for the discussion of issues and interests pertaining to the acquisition and administration of manuscripts created outside the collecting institution.

Metadata and Digital Object Section
Promotes discussion, education, and collaboration among archivists who are interested in digitization, digital archival objects, and the metadata that enables access, management, and preservation of digital objects.

Military Archives Section
Provides a forum to facilitate collaboration and information sharing among archival institutions, universities, governments, legal bodies, and nongovernment agencies that are documenting and preserving records of issues related to the military and military service.

Museum Archives Section
The Section provides a forum for museum archivists, who are responsible for the organization and care of archival materials held and/or created by their institution. A museum's records document the history and development of the museum, its collections, exhibitions, and programs as well as the contributions of individuals and groups associated with the museum. The Museum Archives Section newsletters are available online on the Museum Archives section Group Web Page and here via the Canadian Heritage Information Network website.

Native American Archives Section
Serves as a forum to educate archivists on the complexities and beauty of Native American archives of the western hemisphere and as a source of communication and inspiration for archivists working with Native American collections.

Oral History Section
The Section brings together persons who are interested in the administration and use of oral history interviews in the archival setting, including those who conduct oral history interviews and those who teach oral history methodology.

Performing Arts Section
Encourages the exchange of information on historical and contemporary documentation of music, dance, theater, and other performance media.

Preservation Section
The Section provides a forum for professionals with a special interest in the problems presented by the deterioration, preservation, and restoration of archival materials in all formats.

Privacy and Confidentiality Section
Provides a forum for discussion of privacy and confidentiality issues and their legal and ethical implications for archival practice.

Public Library Archives / Special Collections Section
Encourages advocacy for and education about archival, manuscript, local history, genealogy, and other historic and special collections within public libraries of all sizes; provides an arena for discussion and dissemination of best practices of the archives, library, museum, and history fields; and works to support the informational, historical, and cultural interests that converge in public library archives and special collections.

Records Management Section
Encourages discussion of current issues in records and information management and promotes better understanding of the importance of collaborative efforts between archivists and records managers.

Reference, Access and Outreach Section
The Section provides a forum for archivists who work with the users of archives, particularly those with reference responsibilities and those who integrate archival and manuscript materials into exhibits and other public programs.

Research Libraries Section
Promotes discussion and collaboration on initiatives and research projects that affect archivists working in a research library context.

Science, Technology, and Health Care Section
Provides a forum for archivists with interests or holdings in science, technology, and health care, presenting opportunities to exchange information, solve problems, and share successes.

Security Section
Focuses on issues relating to the prevention of theft in archival and manuscript repositories.

Solo Archivists Section
Provides education, stimulates communication, and encourages support among archivists working in "solo archivist" settings. The term "solo archivist" includes those working alone or in very small staff situations.

Students and New Archives Professionals Section (SNAP)
Focuses attention on and gives voice to the needs and concerns of its members--in particular, students, interns, new professionals, early-career archivists, and individuals seeking professional employment--within SAA and the field in general.

Visual Materials Section
The Section brings together archivists who administer (collect, arrange, preserve, describe, and interpret) still photographs, moving images, art, and graphic materials.

Web Archiving Section
Works to heighten advocacy and awareness of the issues that archivists encounter related to the selection, appraisal, harvesting, management, and preservation of web resources.

Women Archivists Section
Monitors the status of women in the archival profession, and promotes the participation of women in all phases of SAA's activities and the profession as a whole.

Women’s Collections Section
Promotes the preservation and research use of records documenting women and networks archivists with holdings concerning or created by women.

Rep(s) to Academy of Certified Archivists (ACA)

Group Web Page: http://www.certifiedarchivists.org/

Official Charge:

The Academy of Certified Archivists, founded at the 1989 Annual Meeting of the Society of American Archivists, is an independent not-for-profit organization for certifying professional archivists.

II. Number and Length of Appointments

A. SAA is represented by the executive director ex officio on a continuing basis and by a Council member selected by the Council for a two-year term.

B. The SAA vice president shall appoint the Council member to serve as representative from among the incoming second-year Council members.

C. If possible, the appointed Council representative should be a Certified Archivist.

III. Duties

A. The Executive Director is responsible for financial issues.

B. The Council member represents the Society on issues of archival policy, such as education, publications and standards, in which SAA and ACA have a mutual interest; and on issues where coordination of efforts is desirable, such as the work of the nominating committees.

IV. Reporting Procedures

The Council member prepares an annual report to Council in accordance with established procedures and reports to Council when necessary throughout the year.

V. Meetings

The SAA Council member meets with ACA at the SAA's Annual Meeting and at special meetings called by the ACA when appropriate. The Executive Director may also attend ACA meetings as appropriate.

VI. Related SAA Bodies

A. Committee on Education

B. Archival Educators Roundtable

C. Standards Committee

Approved by Council: September 1991
Revised: August 6, 2012

Rep(s) to ICA Experts Group on Archival Description

International Council on Archives (ICA)
Experts Group on Archival Description (EGAD)

Group Web Page: https://www.ica.org/en/about-egad.

Rep(s) to ICA Forum of Professional Associations

International Council on Archives (ICA)
Forum of Professional Associations (FPA)

Group Web Page: https://www.ica.org/en/forum-of-professional-associations-fpa

The Forum of Professional Associations of the International Council on Archives represents professional associations who are interested in the administration, preservation and use of records and archives. Formerly called the Section of Professional Associations (SPA), the Forum was established October 2021 by vote of the ICA Extraordinary General Assembly. FPA and has over 60 members. It is managed by a Steering Committee.

All professional associations are encouraged to join FPA and to take advantage of being part of the international archival community.

FPA aims to strengthen and unite the archival profession globally and to help its member associations develop their organizations and increase their influence. It does this by producing guidelines and advice to associations aimed at improving their services and enhancing their community profile, and by organizing and supporting seminars and conferences. It also supports an archival solidarity project which works to coordinate international foreign assistance projects.

II. Number and Length of Appointments

The Academy of Certified Archivists and SAA are represented jointly by a single individual appointed by the SAA Vice President¹ (in consultation with the appropriate ACA leader[s]) for a four-year term that is renewable. To facilitate the possibility of the election of SAA’s representative to the Executive Committee of ICA FPA, the term of appointment runs through the ICA meeting of the final year of appointment.

Selection of the ACA/SAA representative to ICA FPA is based on the following criteria:

• The individual must be a member in good standing of both the Academy of Certified Archivists and the Society of American Archivists.
• To ensure that the representative has a broad understanding of archival issues in the United States, the individual must have served as a member of the ACA Board of Regents or the SAA Council.
• The individual shall have demonstrated an interest in and understanding of international archival issues (e.g., competency models, standards development, preservation of at-risk archives).
• The individual must be available and able to travel to up to two international meetings per year.
• The individual must have demonstrated support (i.e., professional leave time) from his or her home institution.

III. Duties

A. Participate actively as a member of the ICA FPA Steering Committee.
B. Gain support for joint action on questions of interest to professional associations.
C. Recommend actions that SAA may endorse or pursue in the international arena.

IV. Reporting Procedures

The representative prepares an annual report to the Council in accordance with established procedures. Additionally, the representative provides a written report to the Council within 30 days of attending an ICA meeting.  All reporting requirements are the responsibility of the appointed representative, regardless of whether she/he is able to attend any meetings.

V. Meetings

The ACA/SAA representative generally attends both the ICA Annual General Meeting (in the fall) and the ICA Forum of Professional Associations Meeting (in the spring). In addition, the representative may attend the quadrennial ICA Congress. SAA funds attendance at ICA meetings as the annual budget permits.

VI. Related SAA Bodies

A.  SAA Sections and Roundtables as appropriate
B. Standards Committee

VI. Group Contact Information

International Council on Archives - Conseil international des Archives
60, rue des Francs-Bourgeois
75003 Paris, France
Phone: + 33 (0)1 40 27 63 06
Fax: + 33 (0)1 42 72 20 65
ica@ica.org

Approved by the Council: May 2003
Revised: August 2013.
Updated Nov 2022, per ICA change from "Section on Professional Archival Associations" to "Forum of Professional Associations" (Oct 2021).

¹ As long as this representation remains a joint effort between ACA and SAA, the Vice President’s appointment is made in consultation with the ACA leader who makes ACA’s appointments.

Rep(s) to National Coalition for History (NCH)

Group Web Page: http://historycoalition.org/

The National Coalition for History (NCH) comprises approximately 64 member organizations and exists "to serve as a central educational/advocacy outreach office for history and archives … it seeks to encourage study and appreciation of history and archives by serving as a clearinghouse of information to, and encouraging cooperation between the historical and archival professions and their partners. The NCH promotes the interest in history and archives on the state and federal levels, with special attention given to the funding and welfare of public agencies with history or archival programs and policies, regulations, agency directives, and programs that affect historical and archival interests.

II. Number and Length of Appointments

SAA is represented by the Executive Director or a member appointed by the vice president/president-elect to serve a three year term which may or may not be renewed.

III. Duties

A. Present an archival perspective and agenda items to the Policy Board of the Committee (SAA is a member of the Policy Board by virtue of the dollar amount of its annual contribution to the NCH).

B. Participate in at least one of the two NCH meetings.

IV. Reporting Procedures

The representative prepares an annual report to Council in accordance with established procedures and reports to Council when needed on other occasions.

V. Meetings

The NCH meets twice a year at the annual meetings of the American Historical Association and the Organization of American Historians.

VI. Related SAA Bodies

A. Government Records Section

B. Manuscript Repositories Section

C. Reference, Access, and Outreach Section

D. Congressional Papers Roundtable

E. SAA Representative to NHPRC

Approved by the Council: February 2003
Revised: May 2013

Rep(s) to National Historical Publications & Records Commission (NHPRC)

Group Web Page: http://www.archives.gov/nhprc/

Through its grant programs, the National Historical Publications and Records Commission (NHPRC) is one of the major funding sources for a wide variety of projects through its two programs of support for historical publications and preservation and use of historical records. NHPRC recommends the expenditure of appropriated or donated funds for the collecting, describing, preserving, compiling, and publishing of documentary sources significant to the history of the United States, and for Institutes, training and educational programs and fellowships related to those activities. It also disseminates information about documentary sources through guides, directories, and other technical publications. Because NHPRC is one of the chief grant funders to the archival community, SAA's representative carries great responsibility to voice the concerns of archives and archivists.

II. Number and Length of Appointments

Under federal statutes, SAA is represented by a single representative chosen for one four-year term by the SAA Council upon recommendation by the SAA President.

Commission members are subject to federal conflict of interest regulations as well as specific guidelines adopted by the Commission.

III. Duties

A. Report the best interests of the archival community to the Commission.

B. Report to the Council annually and after each NHPRC meeting on the discussions and decisions thereof.

C. Seek advice from Council on issues to be placed on the agenda for consideration at future NHPRC meetings.

D. Participate, when possible, in the various committees of NHPRC as a way of furthering the archival agenda, particularly among those commission members who are not familiar with archives.

IV. Reporting Procedures

The representative prepares an annual report and a three-year plan to Council in accordance with established procedures and reports to Council when needed on other occasions.

V. Meetings

NHPRC meets two times a year in Washington, D.C., at the National Archives. All of the expenses of the representative are paid by the Commission.

Approved by Council: February 1991

Rep(s) to US State Dept Advisory Committee on Historical Diplomatic Documentation

Group Web Page: http://history.state.gov/about/hac

The Advisory Committee consists of representatives of historical and other professional associations who advise the Office of the Historian of the U.S. Department of State on the preservation, processing, use, and publication of State Department records. The qualifications method of selection and terms of service are specified by federal law.

II. Number and Length of Appointments

A single representative is appointed for a three-year term by the U.S. Secretary of State from a list of three candidates submitted by the SAA President.

III. Qualifications

A. Each member of the Committee must have a security clearance in order to review classified materials.

B. No officer or employee of the United States government may be a member of the Advisory Committee.

IV. Duties

A. Provide advice on the preparation of the Foreign Relations series published by the U.S. Department of State.

B. Advise on access to Department of State records.

C. Provide counsel on related archival concerns.

V. Reporting Procedures

The representative prepares an annual report to Council in accordance with established procedures and reports to Council when needed on other occasions.

VI. Meetings

The Committee meets at least four times per year in Washington, D.C. Members may review materials between meetings. All expenses are reimbursed.

VII. Related SAA Bodies

A. Government Records Section

B. Reference, Access and Outreach Section

C. Congressional Papers Roundtable

Approved by Council: January 1991

Disbanded Representative Positions

Archival Innovator Award

Purpose and Criteria for Selection:

The Archival Innovator Award recognizes an archivist, a group of archivists, a repository, or an organization that demonstrates the greatest overall current impact on the profession or their communities. Nominee(s) should meet as many of the following criteria as possible:    

• Creativity or innovation in approaching professional challenges;
• Demonstrated ability to think outside of professional or institutional norms;
• Ability to translate creativity, innovation, and new thinking into working solutions;
• Development of an archives program or outreach activity that has an extraordinary impact on a community; and/or
• Commitment to the advancement of professional knowledge through traditional or emerging information-sharing media.  

The work should be undertaken within the past three years—it need not be completed, but it must be sufficiently advanced to demonstrate results.

Sponsor and Funding:

Created in 2011, thie award is funded by the Society of American Archivists Foundation.

Prize:

A certificate and complimentary registration for the recipient(s) (if a repository or an organzation, then one representative) to the SAA Annual Meeting occurring in the year in which the award is presented. 

First Awarded:

2012

Selection Committee

The Archival Innovators Award Subcommittee of the Awards Committee is composed of three members of the Society of American Archivists and one of the co-chairs of the SAA Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA President-elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as its chair and shall present the award during the Awards Ceremony at the SAA Annual Meeting.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year.  

Archival Innovator Award Recipients

2024: Indigenous Archival Training Program

2023: Opioid Industry Documents Archive 

2022: Community-Driven Archives at Arizona State University Library AND the Center for Michigan Jewish Heritage

2021: National Archives and Records Administration’s History Hub

2020:  Invisible Histories Project

2019:  Brooklyn Connections, a school outreach program of the Brooklyn Public Library

2018:  Dr. Doug Boyd, director of the Louie B. Nunn Center for Oral History in the University of Kentucky Libraries

2017:   No applicants

2016:   Dr. Foy Scalf, head of the Research Archives and Integrated Database Project Team at the Oriental Institute of the University of Chicago

2015:   State Archives of Florida's Florida Memory Team

2014:   Trevor Owens, National Digital Information Infrastructure and Preservation Program at the Library of Congress

2013:   Augmented Processing Table Research Team, The University of Texas at Austin School of Information, Dr. Ciaran B. Trace and Dr. Luis Francisco-Revilla

2012:   Not awarded

Brenda S. Banks Travel Award

Purpose and Criteria for Selection:

Created in 2017, this award recognizes and acknowledges individuals of color, such as those of African, Asian, Latinx, Middle Eastern/North African, Native American, Alaska Native, or Pacific Islander descent, and who have demonstrated professional archival experience and manifest an interest in becoming active members of the Society of American Archivists.

This award supports the Society of American Archivists’ Archivists and Archives of Color Section’s objectives of:

• Providing individuals of color who have demonstrated professional archival experience with an opportunity for professional development and networking through engagement with SAA; and
• Promoting increased participation in SAA by individuals of color employed in an archives by exposing first-time Annual Meeting attendees to the experience of attending national meetings and encouraging them to join and remain members of the organization.

Recipients will be selected based on their submission of a completed application and the strength of their personal statement/essay. Personal statements/essays must be no more than 500 words and will be evaluated on: 

• Overall clarity;
• Understanding of professional goals and experience with and/or commitment to working with, or documenting and preserving the histories of communities of color;
• Description of the benefits of attending the SAA Annual Meeting; 
• Description of commitment to SAA, diversity and inclusion, and the profession.

Eligibility:

The applicant: 

• Must be of American Indian/Alaska Native, Asian, Black/African American, Hispanic/Latinx, Middle Eastern/North African, or Native Hawaiian/Pacific Islander descent;
• Must have demonstrated professional archival experience; and
• Shall not have previously attended an SAA Annual Meeting.

Sponsor and Funding:

Sponsored by the SAA Archivists and Archives of Color Section and funded through the SAA Foundation, the award is named in honor of Brenda S. Banks, Fellow and Past President of SAA and co-founder of the Archivists and Archives of Color Section.

Prize: 

One award may be given during each awards cycle. The recipient receives full complimentary registration and related expenses for hotel and travel to attend the SAA Annual Meeting during the year in which the award is received. In addition, the recipient receives a complimentary one-year membership in SAA.

Selection Committee:

The Brenda S. Banks Travel Award Subcommittee of the SAA Awards Committee comprises  four members of the Society of American Archivists (one of whom will be the current junior co-chair of the Archivists and Archives of Color Section) and one of the co-chairs of the Awards Committee (ex officio). Of the three remaining members, one shall be appointed each year by the SAA President-Elect to serve a three-year term, and shall serve as chair of the subcommittee in their third year.

Application Deadline and Requirements:

Click here to preview the application and/or to apply. All applications must be submitted by February 28 of each year and include the following:  

• Personal statement/essay of no more than 500 words;
• CV or résumé. 

Brenda S. Banks Travel Award Recipients:

2024: Janine Smith (Loyola University New Orleans)

2023:  Marisa Ramirez (William H. Hannon Library at Loyola Marymount University)

2022:  Polly Peralta (former intern at the Museum of Pop Culture)

2021:  Shelly Black (Cyma Rubin Library Fellow at North Carolina State University)

2020:  Victor Betts (North Carolina State University's Special Collections Research Center)

2019:  Tracy Drake (Chicago Public Library’s Vivian G. Harsh Research Center)

2018:  Saida Largaespada (University of California, Los Angeles)

C.F.W. Coker Award for Description

Purpose and Criteria for Selection:

The C.F.W. Coker Award for Description recognizes finding aids, finding aid systems, projects that involve innovative development in archival description, or descriptive tools that enable archivists to produce effective finding aids. To merit consideration for the award, nominees must set national standards, represent a model for archival description, or otherwise have a substantial impact on descriptive practices. The following types of works or activities may be considered:

1. Finding aids, including, among others, multi-institutional guides, record surveys, repository guides, special subject lists, finding aids to individual collections or records groups, and narrative descriptions of holdings.
2. Finding aid systems, including, among others, manual or automatic indexing systems, computer databases, or current awareness systems for notifying users of holdings.
3. Descriptive tools that enable archivists to produce more effective finding aids, including, among others, subject thesauri, authority files, data element dictionaries, manuals establishing descriptive standards, and such reference works as atlases and administrative histories.
4. Projects that involve innovative developments in archival description, including, among others, cooperative ventures that result in the exchange of finding aid information among repositories, efforts at building national information systems, and survey projects.

Eligibility:

Individuals, institutions, or groups of individuals or institutions. There are no restrictions on the format in which information is presented. Both published and unpublished works produced during the preceding calendar year are eligible. This award is not intended for books or articles on descriptive theory. Works and activities must involve projects located primarily in North America.

Sponsor and Funding:

Established in 1984, the award is named in memory of C.F.W. Coker, a Fellow of the Society of American Archivists who worked at the National Archives and Records Administration and the Library of Congress, where he was the head of the Reference and Reader Service Section in the Manuscript Division. Coker was also director of the Modern Archives Institute, editor of The American Archivist, and general editor of the first SAA Basic Manual Series.The award is funded by the Society of American Archivists Foundation.

Prize:

A certificate and a cash prize of $250.

First Awarded:

1984

Selection Committee:

The Coker Award Subcommittee of the SAA Awards Committee consists of four members of the Society of American Archivists (one of whom shall be the current chair of the Description Section, who shall serve a term concurrent with his or her office) and one of the co-chairs of the Awards Committee (ex officio). One of the remaining members of the subcommittee shall be appointed each year by the SAA President-elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as chair and present the award.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year. 

C.F.W. Coker Award Recipients:

2024:   Susan P. Waide

2023:   Not awarded

2022:   Philadelphia Area Consortium of Special Collections Libraries' In Her Own Right Project

2021:   Indigenous Digital Archives DigiTreaties Treaties Explorer (created by the Museum of Indian Arts and Culture and the Indigenous Digital Archives, in partnership with the National Archives and Records Administration’s Office of Innovation and the Conservation Department, and Digirati)

2020:   Archives for Black Lives in Philadelphia (A4BLiP)

2019:   Lou Reed papers processed by the Archives Unit on behalf of the Music Division in the Library for the Performing Arts of the New York Public Library

2018:   The University of California Guidelines for Born-Digital Archival Description

2017:   K.J. Rawson, Digital Transgender Archive, College of the Holy Cross

2016:   Not awarded

2015:  The Social Networks and Archival Context (SNAC) Project

2014:  Remixing Archival Metadata Project, University of Miami

2013:  Princeton University Library Archival Description Working Group: Daniel Santamaria (chair), Maureen Callahan, John Delaney, Shaun Ellis, Regine Heberlein, Jon Stroop, and Don Thornbury

2012:  Not awarded

2011:  John F. Kennedy Presidential Library and Museum

2010:  North Carolina State University Libraries Special Collections Research Center

2009:   World War II: Guide to Records Relating to U.S. Military Participation

2008:   The Archivists’ Toolkit™ (AT)

2007:   Greg Bradsher

2006:  The Walt Whitman Archive

2005:   Online Archives of California

2004:   RLG's EAD Advisory Group

2003:   Not awarded

2002:   Not awarded

2001:   Waverly Lowell, Kelcy Shepherd

2000:   Not awarded

1999:   Francis X. Blouin, Leonard A. Coombs, Claudia Carlen, Elizabeth Yakel, Katherine J. Gill

1998:   Encoded Archival Description Working Group

1997:   Robert B. Matchette; Honorable Mention: Mary Lynn McCree Bryan

1996:   Not awarded

1995:   Robert M. Kvasnicka

1994:   Not awarded

1993:   Diane Vogt-O'Connor

1992:   Not awarded

1991:   David Brumberg, Elaine Engst

1990:   The Center for Legislative Archives (NARA)

1989:   Scott Cline

1988:   Frederick Honhart

1987:   Not awarded

1986:   Nancy Sahli, Lisa B. Weber

1985:   Debra L. Newman

1984:   Roy Turnbaugh

Council Exemplary Service Award

Purpose and Criteria for Selection:

Created by the SAA Council in 1980 at the request of the Committee on the Selection of SAA Fellows, this citation recognizes a special contribution to the archives profession, and especially to SAA, that is not eligible for one of the other awards given by the Society. It is given on an occasional basis at the discretion of the Council or upon recommendation to the Council by the Awards Committee.

Prize:

A plaque.

First Awarded:

1980

Selection Committee:

The SAA Council.

Submission Deadline and Nomination Form:

Not applicable. 

Council Exemplary Service Award Recipients:

2024:  lndigenizing Archival Training program, Archives Gig and I Need a Library Job, Digital Library Federation’s Born-Digital Access Working Group, National Best Practices for Archival Accessioning Working Group, and Librarians and Archivists with Palestine

2023:  Teaching with Primary Sources Collective

2022:   Barbara Teague, Bryan Whitledge, The Intellectual Property Working Group

2021:   Dorothy Berry, SAA Diversity Committee, SAA Staff, The Blackivists

2020:  Dictionary Working Group, Archival Metrics Research Investigators (Elizabeth Yakel, Wendy Duff, Helen Tibbo), Lori Lindberg, Mark Puente

2019:   Dr. Michael J. Kurtz

2018:   Documenting the Now

2017:   Sustainable Heritage Network, Teaching with Primary Sources Committee

2016:   Business Archives Section, Oral History Section, William J. Maher

2015:   Mark. A. Greene, Digital Archives Specialist Subcommittee of the Education Committe, and Committee on Advocacy and Public Policy 

2014:   Solveig De Sutter

2013:   Peter J. Wosh

2012:   Native American Protocols Forum Working Group, Michael J. Fox, Nancy P. Beaumont

2011:   Mary Jo Pugh

2010:   David Carmicheal, Kathleen Roe, U.S. Senator Patrick Leahy (VT)

2009:   SAA's Intellectual Property Working Group, David B. Gracy II

2008:   Troup County (Georgia) Archives, Larry Gates, Teresa Brinati

2007:   Trudy Huskamp Peterson, Victoria Irons Walch

2006:   Robert M. Schmidt

2005:   Robert S. Martin

2004:   John W. Carlin

2003:   Brenda Banks, Carroll Dendler, Alexandra Gressitt, Debra Nolan

2002:   Not awarded

2001:   Carroll Dendler

2000:   Not awarded

1999:   Not awarded

1998:   Dennis Harrison, Kris Kiesling

1992-97:   Not awarded

1991:   Susan Grigg, Timothy Ericson

1990:   Not awarded

1989:   Edie Hedlin, Paul Chestnut, J. Frank Cook, James B. Rhoads, Carole Huxley

1981-88:   Not awarded

1980:   Mary Walton Livingston

Distinguished Service Award

Purpose and Criteria for Selection:

The Distinguished Service Award recognizes an archival institution, education program, nonprofit organization, or government organization that has provided outstanding service to its public and has made an exemplary contribution to the archives profession. The institution being nominated should have achieved distinction in one or more of the following ways:

• Demonstrably contributing to archival theory and the development of new archival practice;
• Serving its constituency in an outstanding fashion;
• Showing extraordinary ingenuity and resourcefulness in improving efficiency of operations or methods of work;
• Going well beyond the normal performance requirements expected of an archival agency and thus providing a model for others; and/or
• Developing over a period of years an archives program of such depth and scope as to warrant special recognition.

Eligibility:

Any archival institution, archival organization, records center, or manuscript repository, archival education program, or nonprofit or government organization providing service or support to the archives community in North America.

Nomination Requirements:

In addition to a completed nomination form, each nomination must include three letters of support, of which at least two are from SAA members, each representing a different institution. Self-nominations are accepted and encouraged.

Sponsor and Funding:

Created in 1964 through the generosity of three SAA Fellows—Leon de Valinger Jr., Mary Givens Bryan, and Delores Renze—the award was revised in 1993 and is funded through the Society of American Archivists Foundation.

Prize:

A plaque.

Selection Committee:

The Distinguished Service Award Subcommittee of the SAA Awards Committee is composed of three members of SAA and one of the co-chairs of the Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA Vice President to serve a three-year term. The senior member of the subcommittee in years of service shall serve as its chair.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year. 

Updates Approved by Council: August 2024

Distinguished Service Award Recipients:

2024:   FRASER Team of the Federal Reserve Bank of St. Louis

2023:   BitCurator Consortium

2022:   ChromaDiverse, Inc.

2021:   Knox County Archives and Doris Rivers Martinson

2020:   Orange County Regional History Center

2019:   New England Archivists Mentoring Program

2018:   Council of State Archivists AND Society of Southwest Archivists

2017:   No applicants

2016:   Georgia Archives Institute

2015:   Archives Leadership Institute

2014:   Not awarded

2013:   Black Metropolis Research Consortium

2012:   Archival Education Collaborative

2011:   Not awarded

2010:   American Heritage Center, University of Wyoming

2009:   National Historical Publications and Records Commission, National Archives and Records Administration

2008:   Thomas J. Dodd Research Center, University of Connecticut

2007:   Not awarded

2006:   The Modern Archives Institute, National Archives and Records Administration

2005:   Not awarded

2004:   The Bancroft Library, University of California, Berkeley

2003:   Not awarded

2002:   Duke University

2001:   The Ohio Historical Society

2000:   Not awarded

1999:   Not awarded

1998:   Masters of Archival Studies Program at the University of British Columbia

1997:   Not awarded

1996:   Not awarded

1995:   Alan Mason Chesney Medical Archives, The Johns Hopkins University

1994:   The Research Libraries Group

1993:   Not awarded

1992:   Oberlin College Archives

1991:   Billy Graham Center Archives, Wheaton College

1990:   The Arthur and Elizabeth Schlesinger Library on the History of Women in America, Radcliffe Institute for Advanced Study, Harvard University

1989:   Not awarded

1988:   Bentley Historical Library, University of Michigan

1987:   New York State Archives

1986:   Not awarded

1985:   American Institute of Physics, Center for the History of Physics

1984:   Public Archives of Canada

1983:   Not awarded

1982:   Illinois State Archives

1981:   City of Toronto Archives

1980:   Minnesota Historical Society, Division of Archives and Manuscripts

1977:   Georgia Department of Archives and History

1976:   Wayne State University, Archives of Labor History and Urban Affairs

1975:   Ohio Historical Society

1972:   Oregon State Archives

1970:   Pennsylvania Historical and Museum Commission

1969:   Colorado Division of State Archives and Public Records

1968:   Not awarded

1967:   Not awarded

1966:   Wisconsin State Historical Society, Department of Archives and Manuscripts

1965:   Maryland Hall of Records

1964:   North Carolina Department of Archives and History

Diversity Award

Purpose and Criteria for Selection:

Established in 2011 and intended to address SAA’s strategic priority on diversity, this award recognizes an individual, group, or institution for outstanding contributions in advancing diversity within the archives profession, SAA, or the archival record. Nominees will have demonstrated significant achievement in the form of activism, education, outreach, publication, service, or other initiatives in the archives field. The award is given based on the long-term impact on improving and promoting diversity as defined in the SAA Statement on Diversity and Inclusion.

Eligibility:

Open to an individual, group, or organization. To encourage SAA member participation, preference may be given to SAA individual and/or institutional members.

Nomination Requirements:

Two letters of support. Nominations will be accepted from any individual, group, or institution. 

Sponsor and Funding:

Society of American Archivists Foundation.

Prize

Up to two awards may be given each year. The prize will include a certificate and one complimentary registration per awardee to the SAA Annual Meeting occurring in the year in which the award is presented.

First Awarded:

2012

Selection Committee:

The Diversity Award Subcommittee of the SAA Awards Committee is composed of four members of the Society of American Archivists (one of whom shall be the current chair of the Diversity Committee) and one of the co-chairs of the Awards Committee (ex officio). Of the three remaining members, one shall be appointed each year by the SAA President-elect to serve a three-year term.  The senior member of the subcommittee in years of service shall serve as its chair and shall present the award during the Awards Ceremony at the SAA Annual Meeting.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year. 

Diversity Award Recipients:

2024: Christopher E. Haley, director of research, education, and outreach at the Maryland State Archives and founder of the Legacy Slavery Program in Maryland

2023: Gregory Hinton, author, historian, and creator of the Out West program series

2022: Julie Varee, community outreach archivist at the Anchorage Museum in Alaska

2021: Judy Tyrus, cofounder and CEO of ChromaDiverse, Inc.

2020:   Rebecca Hankins

2019:   Puerto Rico Citizenship Archives Project 

2018:    Community Archivist Program at the Austin History Center AND Maya from the Margins Archives Project at the University of North Carolina at Chapel Hill

2017:   Texas Disability History Collection at the University of Texas at Arlington Libraries AND Tretter Collection in Gay, Lesbian, Bisexual, and Transgender Studies at the University of Minnesota Libraries

2016:   SAA Latin American and Cultural Heritage Archives Roundtable webinar series, “Desmantelando Fronteras/Breaking Down Borders”

2015:  The Shorefront Legacy Center AND Samuel Proctor Oral History Program, University of Florida

2014:  Recovering the U.S. Hispanic Literary Heritage Program, University of Houston AND   Jennifer O'Neal, University of Oregon Libraries

2013:  Asian/Pacific/American Institute at New York University AND Joan Krizack, Archives Consultant AND Karen Underhill, Northern Arizona University’s Cline Library

2012: The Chicano Studies Research Center

Donald Peterson Student Travel Award

Purpose and Criteria for Selection:

Established in 2005, this award supports students and recent graduates from graduate archival education degree programs within North America to attend SAA’s Annual Meeting. The goal of the scholarship is to stimulate greater participation in the activities of the Society by students and recent graduates. This participation must include either a presentation of research during the Annual Meeting or active participation in an SAA-sponsored committee or section.

Eligibility:

Awarded to an SAA member in good standing who is currently enrolled in an archival education degree program or who graduated from an archival education degree program in the previous calendar year. Applications are evaluated based on the merits of the applicant’s essay and letters of recommendation. If the scholarship is declined by an individual selected by the subcommittee, the subcommittee may select an alternate from the pool of applications received for that year. If, for any reason, the subcommittee is unable to select an awardee, it may choose not to award the scholarship for that year.

Sponsor and Funding:

The Society of American Archivists Foundation, in honor of Donald Peterson (1908–1999), New York lawyer and philatelist, whose deep appreciation of world history and preservation developed early through his stamp collecting and held true throughout his life.

Prize:

Up to $1,500 in support of registration, travel, and accommodation expenses associated with the SAA Annual Meeting.

First Awarded:

2006

Selection Committee:

The subcommittee consists of three members of the Society of American Archivists and one of the co-chairs of the SAA Awards Committee (ex officio). The members shall be appointed as necessary by the SAA President-Elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as chair and present the award.

Application Deadline and Requirements:

Click here to preview the application and/or to apply. All applications must be submitted by February 28 of each year and include the following:   

1. A 500-word essay describing the applicant's career goals and potential impact on the archival profession.
2. Unofficial transcript to verify student status or copy of graduate diploma.
3. Two letters of recommendation from individuals having definite knowledge of the applicant's qualifications. NOTE: Please notify your references ahead of time. Your references will need to upload their letters of recommendation to your online form by the application deadline.

Donald Peterson Award Recipients:

2024:   Sandy Yang (University of Alabama)

2023:   Erika Alfieri (Florida State University)

2022:   Katherine Schlesinger (University of Arizona, Library and Information Science Program)

2021:   Sidney Louie (University of Hawai’i at Manoa, Library and Information Science Program)

2020:   Jeanie Pai (Queens College)

2019:   Alexis Recto (University of California, Los Angeles)

2018:   Jessica Serrao (University of North Carolina at Chapel Hill)

2017:   Elizabeth Vallen (University of California, Merced)

2016:   Alessandro Meregaglia (Indiana University Bloomington)

2015:   Colin Post (University of North Carolina at Chapel Hill)

2014:   Michelle Chiles (Simmons College)

2013:   Samantha Norling (Indiana University–Purdue University Indianapolis)

2012:   Amanda Strauss

2011:   Brittany Turner

2010:   Keara Duggan

2009:   Jessica Sedgwick

2008:   Katherine Blank

2007:   Chela Scott Weber

2006:   Jessica Lemieux

F. Gerald Ham and Elsie Ham Scholarship

Purpose and Criteria for Selection:

In January 1998, SAA Fellow, past president, and long-time member F. Gerald Ham and his wife Elsie established the F. Gerald Ham and Elsie Ham Scholarship Fund. The purpose of the fund, endowed in 2008, is to provide financial support to graduate students in a professional archival studies program. Criteria for selection of the award recipient includes the applicant’s past performance in her/his graduate program in archival studies as well as a faculty member's assessment of the student’s prospects for contributing to the archives profession. Selection will be made based on merit.

Eligibility: Please read this section carefully.

The scholarship funds must be used to support the graduate archival education of a student who is studying at a United States university program that meets the criteria for graduate education set forth by the Society of American Archivists' Guidelines for a Graduate Program in Archival Studies. The student must have successfully completed a minimum of three (3) semester credit hours, or the equivalent, of a course(s) meeting the definition of "core archival knowledge" presented in the Guidelines. The course(s) must be completed by the time of application (February 28).

Sponsor and Funding:

The Society of American Archivists Foundation.

Selection Committee:

The Ham Scholarship Subcommittee of the SAA Awards Committee is composed of three SAA Fellows and one of the co-chairs of the Awards Committee (ex officio).  One member of the subcommittee shall be appointed each year by the SAA President-elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as its chair.

Scholarship Award:

A scholarship of $10,000. Also included is complimentary registration to the SAA Annual Meeting in the year in which the scholarship is received. The scholarship funds must be paid to the student's academic institution.

First Awarded:

2008

Application Deadline and Requirements:

Preview the application and apply. All applications must be submitted by February 28 of each year and include the following:

• A cover letter stating the applicant's interest in the scholarship, describing the applicant's performance in their archival education coursework, and providing background on the applicant’s interests and accomplishments.
• A current curriculum vitae.
• An official transcript of the applicant’s grades since entering the graduate program. NOTE: Allow enough time to get transcripts by application deadline.
• One letter of recommendation from an instructor in the applicant’s graduate program in archival studies. NOTE: The reference should upload the letter of recommendation to the online form by the application deadline.
• An essay (no more than five pages in length) that demonstrates what it means to “think like an archivist.”  NOTE: Applicants should create an analytic or interpretative essay  from their personal viewpoint. The essay must be titled with applicant’s name on the title page, double-spaced, with standard margins and any citation style; a bibliography or citations, though not necessary, will not count as part of the five pages. The submission may not be a summary of research conducted as a student, a course or seminar paper, or a published article.

F. Gerald Ham and Elsie Ham Scholarship Recipients:

2024:  Ashley Rockenbach (University of North Carolina at Chapel Hill)

2023:  Olivija Liepa (New York University and Long Island University)

2022:  Sarah Shepherd (Simmons University)

2021:  aems emswiler (University of Arizona, School of Information)

2020:   Elena Hinkle (Simmons University)

2019:   Erin E. Voisin (Louisiana State University) 

2018:   Julie Botnick (University of California, Los Angeles)

2017:   Alexandra M. Wilder (Drexel University)

2016:   Katherine Madison (University of Pittsburgh) 

2015:   Noah Geraci (University of California, Los Angeles)

2014:   William J. Levay (Pratt Institute)

2013:   Catherine L. Miller (Clayton State University)

2012:   Jarrett M. Drake (University of Michigan) AND Nathan Sowry (University of Wisconsin–Madison)

2011:   Eric Willey (University of Wisconsin–Madison)

2010:   Venus E. Van Ness (State University of New York at Albany)

2009:   Andy (Jonathan) Uhrich (New York University)

2008:   Emiko Hastings (University of Michigan) AND Becky Robbins (Simmons College)

Fellow of the Society of American Archivists

Established in 1957, the distinction of Fellow—the highest honor bestowed on individuals by SAA—is awarded for outstanding contributions to the organization and to the archives profession. Fellows must demonstrate and represent the highest qualities of the Society as articulated in the Core Values Statement and Code of Ethics.

Our Core Values include:
Access and Use
Accountability
Advocacy
Diversity and Inclusion
History and Memory
Preservation
Professionalism
Responsible Custody
Selection
Service
Social Responsibility
Social Justice

Nominees must demonstrate their “dedication, devotion, and faithfulness to archives and the archival profession.” Quantifying these qualities while also including initiative, resourcefulness, impact, and commitment may not be easy. However, through the process of nomination, we ask colleagues to contemplate and give voice to actions that portray an archivist’s “power to originate,” their “ability to overcome difficulties,” and how they excel in achieving the profession’s core values.

Candidates must qualify, illustrate, and exhibit impact in each of the following qualities/criteria:

Appropriate academic education and professional/technical training in any of the fields of SAA’s interest.

Professional experience in any of the fields of SAA’s objectives for a minimum of seven years, which shall include evidence of professional responsibility and leadership.

Contributions to the profession demonstrating initiative, resourcefulness, and commitment.

Outreach activities, projects, and scholarship of superior quality and usefulness demonstrating broad impact and contributing to the realization of SAA’s core values and strategic objectives.

Contributions to the archives profession through active participation in and efforts on behalf of SAA as well as contributions to the broader archival profession including regional organizations.

SAA Fellow Nomination Form

Nomination Requirements and Deadline:

All nominations must be completed online by February 28 of each year. Individual members, primary contacts of institutional members, student members, and associate members are eligible to nominate SAA Fellows.

In accordance with the SAA constitution, the total number of Fellows may not exceed five percent of the SAA membership as of the previous annual meeting.

Nominators with questions should contact the Chair of the Selection Committee.

To be elected a Fellow, one must have been a member of the Society in good standing for at least seven (7) years, consecutively or non-consecutively. 

Guidelines for Nominations

Overall recommendations:

Nominations must include a core narrative that provides a persuasive argument of how the nominated individual meets each of the criteria.

The nomination must provide convincing information in each of the qualities/criteria areas, although not all must have similar extent of evidence.

A recitation or list of activities, facts, or publications is not sufficient. Nominators must provide evidence of quality and impact.

At least three, but no more than five, letters of support from individuals who are familiar with the nominee’s work or contributions to the profession. Ideally each letter should address a different aspect of the nominee’s contributions to SAA and/or the profession. Letters may be written by individuals who are not members of SAA, but they must follow these guidelines.

The nominee’s resume or curriculum vitae.

Appropriate academic education and professional/technical training is strongly preferred in any of the fields of SAA’s interest.

Academic education: Please describe academic degrees in fields commonly used by institutions hiring professional archivists, including but not limited to history, public history, political science, library science, or archival administration. Coursework focused on archival competencies within that degree should be noted if it is not a more common degree for which such education would be anticipated to exist. If a nominee has a different degree, but one that is relevant to the content/context of their archival work, the nominator should explain the relevance of that degree (e.g., a degree in the sciences for someone working with scientific archives, a degree in the arts for someone working with performing arts archives, etc.). Individuals with other background or training are eligible for nomination, with the proviso that the nominator must very clearly explain qualifications that demonstrate the archival competency of the nominee.

Professional/technical training:  Alternative sources of archival education that are offered by institutions/organizations providing training/educational opportunities with curricula drawing from accepted archival standards/best practices and taught by someone with archival competencies. Examples might include various archival institutes (e.g., Modern Archives Institute, Georgia Archives Institute, Western Archives Institute) and/or online or live workshops offered by SAA or regional archival organizations. (If these are the sole education/training for the individual, note the extent of training involved, e.g., number of events, extent/length of training.)

Professional experience in any of the fields of SAA’s objectives for a minimum of seven years, which shall include evidence of professional responsibility and leadership.

Demonstrable work with archival materials in any of the “core functions” of records management, appraisal/acquisition, arrangement and description, access, preservation, reference, or outreach. Experience need not be entirely “hands-on” and may include management or supervision of archival functions.

The Fellows award is specifically reserved for practicing archivists.^[1] SAA has other awards that are more appropriate for those who were/are vendors of archival services/materials, major donors of archival records, researchers/historians/genealogists who have promoted or used archival materials (i.e.,  J. Franklin Jameson Archival Advocacy Award) or administrators to whom archival programs report, but may not themselves have archival education/competencies, such as the Librarian of Congress, Archivist of the United States, heads of university libraries, state departments of archives and history or departments of libraries and archives, or SAA staff. Additionally, the SAA Council can choose, or it can be suggested to the SAA Council, to honor an individual archivist with a distinguished service award.

Contributions to the profession demonstrating initiative, resourcefulness, and commitment.

Insightful, intellectual, practical contributions that produce long-term impact on archivists and the profession including:

• Mentoring archivists to support their career development by participating in formal mentorship programs and/or exhibiting a commitment to informally mentoring archivists.
  • Examples include mentoring a student or new archival professional in archival functions and practices; providing advice on involvement with professional organizations such as SAA and regional organizations; providing advice and support to mid-career professionals.

• Administrator of an archival institution that is innovative, has a high standard of professional advocacy, and encourages staff to become involved in SAA and the profession.
  • Examples include individuals who no longer work directly with archival functions, but manage and supervise others who do. The administrator who is forward thinking, finds creative resources to further the archival field, and manages archival staff in such a way as to be a mentor to entry, mid-career and end of career staff. An administrator who directly affects their staff and encourages the participation (and leadership) in SAA (and/or other professional endeavors).

• Engaging in outreach to communities to preserve archives or understand the importance of archives.
  • Examples include leading or making significant contributions to the rescue or preservation of archival collections during natural disasters; leading or making significant contributions to connecting with underserved or marginalized communities creating archives to help them preserve, manage, and make these collections accessible.

• Creating tools at a range of levels (digital or analog).
  • Examples include leading or making significant contributions to the development and improvement of databases and tools such as collection management tools, online finding aids, oral history, etc.

• Creating services (digital or analog).
  • Examples include leading or making significant contributions to the building archival services in virtual environments for individuals that cannot use archival collections; leading or making significant contributions to the building of archival services such as web archiving tools; etc. 

• Creating content (digital or analog).
  • Examples include creating archival content or creating content specific to the archival profession such as online exhibits, podcasts; serial blogs; etc.

• Leading advocacy initiatives to address state or federal policy or legislative issues related to archives.

• Engaging in activities and projects which contribute to intellectual discourse on archival concerns.

Program oversight, outreach activities, educational services and projects, writing, and scholarship of superior quality and usefulness that:

• Demonstrate broad impact;

• Assist communities in strengthening identity and self-liberation; and

• Contribute to the realization of SAA’s core values and strategic objectives.

• Outreach activities can include creating and coordinating: 
  • Workshops, conferences, training programs, courses, festivals, exhibits, publications, and similar activities, with a distinctive impact, aimed at such groups as students, faculty members, scholars, administrators, researchers, donors, records creators, or the general community; and/or
  • Researching, preparing and giving presentations including keynotes; professional organization sessions including papers, lightning round participant papers, serving as a session commentator and/or moderator, a pop-up session, a poster session; or presenting about archives in non-archival venues including community or local educational and community history venues, podcasts, TED talks, SXSW conferences, etc.

• Engaging an under documented community or topic to ensure it is documented; developing policies, practices, or standards for identification/preservation/management of/access to a particular type or content area of archival records.

• Developing services to a particular community of records creators or records users.

• Educational Services can include:
  • Leading/directing/managing archival education programs;
  • Serving as a Lecturer in graduate archival education programs;
  • Creating and teaching in-person workshops;
  • Creating and teaching webinars; and/or
  • Producing and posting online tutorials.

• Writing and Scholarship can include:
  • Books;
  • Case Studies;
  • Essays;
  • Editorials and Editorial Service;
  • Policy papers and statements;
  • Promotional materials;^[2]
  • Research Articles;
  • Reviews;
  • Reports demonstrating service to the profession; and/or
  • Serial Blogging with demonstrated impact and professionalism.

Contributions to the archives profession through active participation in SAA and innovative or outstanding work on behalf of SAA.

Participating in SAA governance activities including:

• Elected positions (officers, Council);
• Appointed positions (boards, committees, task forces, working groups);
• Positions such as American Archivist Editor or Publications Editor; and/or
• Service on a section steering committee.

And making outstanding contributing to activities on behalf of SAA, including:

• Advocacy;
• Fundraising and development;
• Diversity and inclusion;
• Membership services;
• Policy development;
• Standards development; and/or
• Strategic Impact.

See a sample nomination form and support letter (.pdf) here. 

Guidelines for Reviewers

Nominations should provide all the information necessary for evaluating the nominee. The evaluation should focus on the quality, quantity, and applicability of the nomination to the criteria. The evaluators should not “fill in” evidence that may be missing. This helps ensure that all nominations are evaluated from a common perspective. Evaluators may or may not personally know or be closely familiar with a nominee and their professional career, so in any given year, those who are on the evaluation committee could influence a decision if factors not included in the nomination are part of the assessment.

Focus of the award is for service to the Society of American Archivists. The nomination needs to demonstrate that the individual has made sufficient contributions to the Society to be named an SAA Fellow. This is an award that honors outstanding contributions through active participation in and efforts on behalf of SAA as well as to the broader archival profession. This is not an award for outstanding contributions to the archival profession nationally or in a region or state without demonstrable contributions to SAA as well. While a nominee’s activities in other venues strengthens the evidence in some of the criteria areas, they do not replace evidence of service in SAA. There are individuals who may be “well-known” but have not participated in the functions and activities of SAA. Such individuals may be appropriate for other awards such as the J. Franklin Jameson Archival Advocacy Award or distinguished recognition from the SAA Council.

Nominations should demonstrate the nominee meets all criteria.  The nomination should demonstrate both how the nominee meets criteria as well as explaining the strengths and impact of their contributions. The nomination should not simply list those items, but explain in a clear and compelling manner how they are superior or exceptional. Nominees will likely have more contributions in some areas compared to others; the final decision to approve a nomination should be based on the whole of contributions demonstrating a significant overall contribution, while meeting the requirement of contributions in each criterion. 

Letters provided should demonstrate the quality of the nominee’s contributions.  Letters may come from a range of individuals including professional colleagues, individuals in other professions or communities, and users who have worked with or benefited from the nominee’s efforts. These letters do not need to be from Fellows, Past Presidents, or those who might be perceived as having status in SAA. The purpose is to demonstrate the quality of the nominee’s contributions, not restate how the individual meets the criteria.

Comparability of assessment. In evaluating each nomination, evaluators should strive to ensure that their assessments are consistent and comparable between nominations. An  evaluator’s knowledge of an individual’s career, or their particular area of expertise and professional focus, should not lead to a more (or less) favorable assessment.

Recusal. Evaluators should recuse themselves from evaluating a nomination when they have a direct working relationship or other professional or personal relationship that may be perceived as too close for objectivity. This might include an individual’s supervisors, supervisees, partners in current or recent professional positions, or partners/spouses or other close relatives.  Recusal by any member of the evaluation committee is not a negative factor for the evaluation, but reflects the intent to ensure fair evaluation for all.

Preview the nomination form and/or create an account to start a nomination. All nominations must be submitted by February 28 of each year.  

Distinguished Fellows of the Society of American Archivists, 1957–date.

Revisions approved by the SAA Council, March 2020.

Fellows' Ernst Posner Award

Purpose and Criteria for Selection:

Established in 1982, this award recognizes an outstanding essay dealing with some facet of archival administration, history, theory, and/or methodology that was published during the preceding year in The American Archivist.

Eligibility:

Author(s) of an article published in The American Archivist during the preceding year.

Sponsor and Funding:

The award is funded by the Society of American Archivists Foundation.  The Fellows of the Society of American Archivists sponsor this award honoring Ernst Posner, a former state archivist of the Prussian State Archives who emigrated to the United States in 1939 and joined the faculty of the American University. Posner was an SAA Fellow and President as well as author of American State Archives and Archives in the Ancient World.

Prize:

A certificate and a cash prize of $500.

First Awarded:

1983

Selection Committee:

The Fellows' Ernst Posner Award Subcommittee of the SAA Awards Committee is composed of three Fellows of the Society of American Archivists and one of the co-chairs of the Awards Committee (ex officio). The SAA President-elect shall appoint one member of the subcommittee each year for a term of three years after soliciting nominations from the Fellows Steering Committee. The senior member of the subcommittee in years of service shall serve as its chair and present the award.

Submission Deadline:

All articles appearing in a specific volume of The American Archivist are reviewed by the subcommittee, which selects the award recipient.  No nomination or application is made.

Fellows' Ernst Posner Award Recipients: 

2024:  Dana Reijerkerk and Caterina M. Reed, "Archives, Decolonization, and the Politics of Tribal Sovereignty: An Examination of Accessibility Barriers to Indigenous Federal Recognition Research in the United States," American Archivist (Fall/Winter 2023, Vol 86.2)

2023:  Alston Brake Cobourn, Jen Corrine Brown, Edward Warga, and Lisa Louis, “Toward Metaliteracy and Transliteracy in the History Classroom: A Case Study Among Underserved Students,"  American Archivist (Fall/Winter 2022, Vol. 85.2)

2022:  Eliot Wilczek, “Archival Engagements with Wicked Problems,"  American Archivist (Fall/Winter 2021, Vol. 84.2)

2021:  Katherine Fisher, “Copyright and Preservation of Born-digital Materials: Persistent Challenges and Selected Strategies,” American Archivist (Fall/Winter 2020, Vol. 83.2)

2020:  Keith Pendergrass, Walker Sampson, Tessa Walsh, and Laura Alagna, "Toward Environmentally Sustainable Digital Preservation," American Archivist (Spring/Summer 2019, Vol. 82.1)

2019:  Jeremy Evans and Melissa Hernández Durán, “Rights Review for Sound Recordings: Strategies Using Risk and Fair Use Assessments,”  American Archivist (Fall/Winter 2018, Vol. 81.2)

2018:   Katherine S. Madison, “'Who Lives, Who Dies, Who Tells Your Story': The Use and Representation of Records in Hamilton: An American Musical," American Archivist (Spring/Summer 2017, Vol. 80.1)

2017:   Michelle Caswell, Marika Cifor, and Mario H. Ramirez, “To Suddenly Discover Yourself Existing: Uncovering the Impact of Community Archives,” American Archivist (Spring/Summer 2016, Vol 79.1)

2016:  Wendy Duff and Jessica Haskell, “New Uses for Old Records: A Rhizomatic Approach to Archival Access,” American Archivist (Spring/Summer 2015, Vol. 78, No. 1) 

2015:  Kit Hughes, “Appraisal as Cartography: Cultural Studies in the Archives,” American Archivist (Spring/Summer 2014, Vol. 77, No. 1)  

2014:  Not Awarded  

2013:  Scott Cline, “’Dust Clouds of Camels Shall Cover You’: Covenant and the Archival Endeavor,” American Archivist (Fall/Winter 2012, Vol. 75, No. 2)  

2012:  Douglas Cox, “National Archives and International Conflicts: The Society of American Archivists and War,” American Archivist (Fall/Winter 2011, Vol. 74, No. 2)  

2011:  Paul Conway, “Modes of Seeing: Digitized Photographic Archives and the Experienced User,” American Archivist (Fall/Winter 2010, Vol. 73, No. 2)  

2010:  Scott Cline, “’To the Limit of our Integrity’: Reflections on Archival Being,” American Archivist (Fall/Winter 2009, Vol. 72, No. 2)  

2009:  Geoffrey Yeo, “Concepts of Record (2): Prototypes and Boundary Objects,” American Archivist (Spring/Summer 2008, Vol. 71, No. 1) 

2008:  Magia Ghetu Krause and Elizabeth Yakel, “Interaction in Virtual Archives: The Polar Bear Expedition Digital Collections Next Generation Finding Aid,” American Archivist (Fall/Winter 2007, Vol. 70, No. 2) 

2007:  A*CENSUS Working Group, “Archival Census and Education Needs Survey in the United States,” American Archivist (Fall/Winter 2006, Vol. 69, No. 2) 

2006:  Timothy L. Ericson, “Building our Own ‘Iron Curtain’: The Emergence of Secrecy in American Government,” American Archivist (Spring/Summer 2005, Vol. 68, No. 1)

2005:  Elena Danielson, “Privacy Rights and the Rights of Political Victims: Implications of the German Experience,” American Archivist (Fall/Winter 2004, Vol. 67, No. 2) 

2004:  George Bolotenko, “Frost on the Walls in Winter: Russian and Ukrainian Archives since the Great Dislocation (1991-1999),” American Archivist (Fall/Winter 2003, Vol. 66, No. 2)

2003: James M. O’Toole, “Democracy—and Documents—in America,” American Archivist (Spring/Summer 2002, Vol. 65, No. 1) 

2002:  William G. Rosenberg, “Politics in the (Russian) Archives: The ‘Objectivity Question,’ Trust and the Limitations of Law,” American Archivist (Spring/Summer 2001, Vol. 64, No. 1) 

2001:  Terry Cook, “’The Imperative of Challenging Absolutes’ in Graduate Archival Education Programs: Issues for Educators and the Profession,” American Archivist (Fall/Winter 2000, Vol. 63, No. 2) 

2000:  Philip C. Bantin, “The Indiana University Electronic Records Project Revisited,” American Archivist (Spring 1999, Vol. 62, No. 1) 

1999: Peter J. Wosh, "Going Postal," American Archivist (Spring 1998, Vol. 61, No. 1) 

1998:  Roy Turnbaugh, “Information Technology, Records, and State Archives,” American Archivist (Spring 1997, Vol. 60, No. 2)  

1997: Tyler O. Walters, "Contemporary Archival Appraisal Methods and Preservation Decision-Making," American Archivist (Summer 1996, Vol. 59, no. 3)

1996:  “Special Issue on Case Studies of the Committee on Automated Records and Techniques,” American Archivist (Spring 1995, Vol. 58, No. 2) 

1995:  Helen R. Tibbo, “The Epic Struggle: Subject Retrieval from Large Bibliographic Databases," American Archivist ( Spring 1994, Vol. 57, No. 2)

1994:  James M. O’Toole, “The Symbolic Significance of Archives,” American Archivist (Spring 1993, Vol. 56, No. 2)  

1993:  Avra S. Michelson and Jeff Rothenberg, “Scholarly Communication and Information Technology: Exploring the Impact of Changes in the Research Process on Archives,” American Archivist (Spring 1992, Vol. 55, No. 2) 

1992:  Frederick J. Stielow, “Archival Theory Redux and Redeemed: Definition and Context Toward a General Theory,” American Archivist (Winter 1991, Vol. 54, No. 1) 

1991:  James M. O’Toole, “Curriculum Development in Archival Education: A Proposal,”  American Archivist (Summer 1990, Vol. 53, No. 3) 

1990:  Working Group on Standards for Archival Description, “Archival Description Standards: Establishing a Process for Their Development and Implementation,” American Archivist (Fall 1989, Vol. 52, No. 4) 

1989:  Not Awarded 

1988:  Avra Michelson, “Description and Reference in the Age of Automation,” American Archivist (Spring 1987, Vol. 50, No. 2) 

1987:  Trudy Huskamp Peterson, “The National Archives and the Archival Theorist Revisited, 1954-1984,” American Archivist (Spring 1986, Vol. 49, No. 2) 

1986:  Joanne Yates, “Internal Communication Systems in American Business Structures: A Framework to Aid Appraisal,” American Archivist (Spring 1985, Vol. 48, No. 2) 

1985:  F. Gerald Ham, “Archival Choices: Managing the Historical Record in an Age of Abundance,” American Archivist (Winter 1984, Vol. 47, No. 1) 

1984:  Frank G. Burke, “Archival Cooperation,” American Archivist (Summer 1983, Vol. 46, No. 3) 

1983:  Mary Jo Pugh, “The Illusion of Omniscience: Subject Access and the Reference Archivist,” American Archivist (Winter 1982, Vol. 45, No. 1) 

Harold T. Pinkett Student of Color Award

Purpose and Criteria for Selection:

Established in 1993, this award recognizes and acknowledges graduate students of color, such as those of African, Asian, Latinx, Middle Eastern/North African, or Native American descent, who, through scholastic and personal achievement, manifest an interest in becoming professional archivists and active members of the Society of American Archivists.

This award supports the Society of American Archivists' Archivists and Archives of Color Section objectives of:

1. Identifying students of color enrolled in postsecondary educational institutions.
2. Encouraging students of color to consider careers in the archival profession.
3. Promoting increased participation in SAA by exposing students of color to the experience of attending national meetings and encouraging them to join and remain members of the organization.

Recipients will be selected based on their submission of a completed application and personal statement/essay. Personal statements/essays will be evaluated based on:

• Overall clarity;
• Understanding of professional goals;
• Description of benefits of attending the SAA Annual Meeting; and
• Description of your experiences with and/or commitment to working with, or documenting and preserving, the histories of communities of color.

Eligibility:

Awarded to students of color, with preference given to full-time students enrolled in a graduate program focusing on archival management during the academic year preceding the date on which the award is given. 

Sponsor and Funding:

Sponsored by the Society of American Archivists' Archivists and Archives of Color Section and funded through the SAA Foundation, the award is named in honor of archival pioneer Harold T. Pinkett, the first African American to be appointed an archivist at the National Archives, where he served for more than 35 years as a specialist in agricultural archives, senior records appraiser, and chief archivist of the Natural Resources Records Branch. A Fellow of SAA, Pinkett served as editor of The American Archivist from 1968 to 1971.

Prize:

Up to two awards may be given during an awards cycle. Each recipient receives full complimentary registration and related expenses for hotel and travel to attend the SAA Annual Meeting during the year in which the award is received. In addition, each recipient receives a complimentary one-year membership in SAA.  

First Awarded:

1994

Selection Committee:

The committee consists of the senior co-chair of the Archivists and Archives of Color Section, one member of the Archivists and Archives of Color Section selected by the chair of the section to serve a one-year term, one SAA member selected by the SAA President-elect to serve a one-year term, and one of the co-chairs of the SAA Awards Committee (ex officio). The Chair of the Archivists and Archives of Color Section shall serve as chair of the subcommittee and shall present the award.

Application Deadline and Requirements:

Preview and/or begin the application. All applications must be submitted by February 28 of each year and include the following:

• Personal statement/essay of no more than 500 words;  
• CV or résumé. 

Council Approved Updates: August 2024

Harold T. Pinkett Student of Color Award Recipients:

2024: Shira Greer (University of North Carolina, MSLS Program)

2023: Zoe Hume (Florida State University, Museum Education and Visitor-Centered Curation Program)

2022: Erin Castillo (San Jose State University, Library and Information Science Program)

2021:  Aparna Subramanian (New York University, Moving Image Archiving and Preservation Program)

2020: Carol Ng-He (San José State University)

2019: Angela Osbourne (San José State University) AND Antonia Charlemagne-Marshall (University of West Indies)

2018: Juber Ayala (Rutgers University) AND Jessica Tai (University of California, Los Angeles)

2017: NaVosha Copeland (University of Illinois at Urbana-Champaign) AND Chido Muchemwa (University of Texas at Austin)

2016: Gailyn Lehuanani Bopp (University of Hawai’i at Manoa) AND Karen Li-Lun Hwang (Pratt Institute)

2015: Talia Guzmán-González (University of Maryland, College Park) AND Rachel E. Winston (University of Texas at Austin)

2014: Allan Jason Sarmiento (California State University, Sacramento) AND Raquel Flores-Clemons (University of Illinois at Urbana-Champaign)

2013: Lori E. Harris (University of North Carolina at Chapel Hill) AND Angel Maria Diaz (University of California, Los Angeles)

2012: Kapena Shim (University of Hawai‘i Mānoa)

2011: Kelly E. Lau (University of British Columbia) AND Melvin J. Collier (Clayton State University)

2010: Miranda N. Rivers (Simmons College) AND Vivian Wong (UCLA)

2009: Krystal Appiah (University of California, Los Angeles) AND I-Ting Emily Chu (New York University)

2008: Monique Lloyd (Emporia State University) AND Tiffany-Kay Sangwand (University of California, Los Angeles)

2007: Bergis K. Jules (Indiana University) AND Janel Quirante (University of Hawaii at Manoa)

2006: Lanell James (University of Michigan) AND Shawn Phillip San Roman (University of Wisconsin, Madison)

2005: Jennifer Osorio (University of California, Los Angeles) AND Paul Sevilla (University of California, Los Angeles)

2004: Josué Hurtado (University of Michigan) AND Georgette Mayo (University of South Carolina)

2003: Michelle Baildon (Simmons College)

2002: Petrina D. Jackson (University of Pittsburgh)

2001: Rose Roberto (University of California, Los Angeles)

2000: Not awarded

1999: Teresa Maria Mora (New York University) AND Tywanna Marie Whorley (University of Pittsburgh)

1998: Elenita M. Tapawan (University of Hawaii, Honolulu)

1997: Gloria Meraz (University of Texas at Austin)

1996: Letha Johnson (Washburn University)

1995: Ida E. Jones (Howard University)

1994: Kathryn M. Neal (University of Michigan)

J. Franklin Jameson Archival Advocacy Award

Purpose and Criteria for Selection:

The J. Franklin Jameson Archival Advocacy Award honors an individual, institution, or organization that promotes greater public awareness, appreciation, or support of archival activities or programs. The individual's or institution's contributions may take the form of advocacy, publicity, legislation, financial support, or a similar action that fosters archival work or raises public consciousness of the importance of archival work. Contributions should have broad, long-term impact at the regional level or beyond. 

Eligibility:

Nominees must be from outside the archives profession.

Individuals directly involved in archival work, either as paid or volunteer staff, or institutions or organizations directly responsible for an archival program are not eligible for this award.

Nomination Requirements:

A completed nomination form.

Sponsor and Funding:

Established in 1989, the award honors J. Franklin Jameson, a noted American historian, former president of the American Historical Association, and long-time advocate for the establishment of a U.S. National Archives. The award is funded by the Society of American Archivists Foundation. Up to three awards may be given each year.

Prize:

A plaque.

First Awarded:

1989

Selection Committee:

The J. Franklin Jameson Archival Advocacy Award Subcommittee of the SAA Awards Committee consists of four members of SAA:

• Chair of the Reference, Access, and Outreach Section, who shall serve a term concurrent with his or her office
• Members appointed each year by the SAA Vice President to serve a three-year term. 
• One of the co-chairs of the Awards Committee (ex officio).
• The senior member of the subcommittee in years of service shall serve as its chair.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year. 

J. Franklin Jameson Archival Advocacy Award Recipients:

2024: Dr. Elaine Carey

2023: The West Virginia Feminist Activist Collection (WVFAC) Advisory Team (Christine Weiss Daugherty, Susan Kelley, Dr. Judith Stitzel, and Carroll Wilkinson)

2022: Not Awarded

2021: Not Awarded

2020:   Brad Pomerance, CJ Eastman AND Council of Independent Colleges’ Humanities Research for the Public Good Program

2019:   Tempestt Hazel AND The Kitchen Sisters (Davia Nelson and Nikki Silva)

2018:   Yvonne Lewis Holley AND Brad Meltzer

2017:   Environmental Data & Governance Initiative (EDGI)

2016:   Lin-Manuel Miranda and Ron Chernow

2015:   Adrena Ifill Blagburn

2014:   LGBT Center of Central PA History Project AND National History Day

2013:   AARP Virginia and Dr. Warren Stewart

2012:   Eve Kahn, Bebe Miller, Phillip Stewart

2011:  “Who Do You Think You Are?” (NBC)

2010:  The Gladys Krieble Delmas Foundation

2009:  Ross King (Georgia Historical Records Advisory Board)

2008:  Data-Intensive Cyber Environments (DICE)

2007:  The Chicago Tribune (accepted by Debra K. Bade)

2006:   U.S. Senator Harry Reid (D-Nevada)

2005:   George F. Farr, Jr.

2004:   Not awarded

2003:   Arizona State University

2002:   Joan Winters, Louise Addis

2001:   Not awarded

2000:   Not awarded

1999:   John B. Harlan

1998:   Newsday

1997:   Kraft Foods, Inc.

1996:   Richard Benson

1995:   Not awarded

1994:   Hudson's Bay Company

1993:   Thomas D. Clark, Louise McBee, John Marshall

1992:   Not awarded

1991:   New York State Assembleyman William B. Hoyt and The Mellon Foundation

1990:   U.S. Senator Mark O. Hatfield (R-Oregon)

1989:   U.S. Senator Thomas F. Eagleton (D-Missouri)

Josephine Forman Scholarship

Purpose and Criteria for Selection:

The Josephine Forman Scholarship provides financial support to minority students pursuing graduate education in archival science, encourages students to pursue a career as an archivist, and promotes the diversification of the American archives profession. The scholarship is given to applicants who demonstrate excellent potential for scholastic and personal achievement and who manifest a commitment both to the archives profession and to advancing diversity concerns within it.

Established in October 2010 by the General Commission on Archives and History of The United Methodist Church and named for Josephine Forman, archivist for 18 years of the Southwest Texas Conference of the United Methodist Church and author of We Finish to Begin: A History of Travis Park United Methodist Church, 1846–1991.

Eligibility: Please read this section carefully.

• The applicant must be a citizen or permanent resident of the United States.
• The applicant must be of American Indian/Alaska Native, Asian, Black/African American, Hispanic/Latino, Middle Eastern/North African, or Native Hawaiian/Other Pacific Islander descent.
• The applicant must be currently enrolled in a graduate program or a multi-course program in archival administration, or have applied to such a program for the next academic year.*
• The applicant shall have completed no more than half of the credit requirements toward her/his graduate degree or multi-course program at the time of the award (i.e., June 1).
• The applicant must be enrolled in a graduate program and begin school no later than September 1 or the fall semester/quarter immediately following the award.  Otherwise the award will be rescinded.
• Applicants may have full-time or part-time status.

*The graduate program or multi-course program must offer at least three courses in archival science or be listed in the current SAA Directory of Archival Education. The applicant must provide proof of the three-course standard by submitting copies of course descriptions from the institution’s current course catalog.

Sponsor and Funding:

The General Commission on Archives and History (GCAH) of The United Methodist Church, in cooperation with the Society of American Archivists and the SAA Foundation.

Selection Committee:

The Forman Scholarship Subcommittee of the SAA Awards Committee consists of three members of the Society of American Archivists, one GCAH staff member, and one of the co-chairs of the Awards Committee (ex officio). The SAA President-elect shall appoint one of the SAA members on the subcommittee each year for a term of three years; the senior member of this cohort in years of service shall serve as chair and present the award.

Prize:

One scholarship of $10,000. Awardees also may be invited to attend the annual meeting of the General Commission on Archives and History and/or the Quadrennial Historical Convocation, with funding provided by GCAH.

Also included is complimentary registration to the SAA Annual Meeting in the year in which the scholarship is received.

First Awarded:

2011

Application Deadline and Requirements:

Click here to preview the application and/or to apply. All applications must be submitted by February 28 of each year and include the following:

• A cover letter stating interest in the scholarship, accompanied by an essay of not more than 500 words outlining the applicant’s interest in the archives profession as well as how they would advance diversity concerns within it..
• Official transcripts from the applicant’s most recent academic program. NOTE: Allow enough time to get transcripts by application deadline.
• Two letters of recommendation from teachers/professors and/or professional archivists. NOTE: Please notify your references ahead of time. Your references will need to upload their letters of recommendation to your online form by the application deadline.

Upon Receipt of the Award:

• The award will be disbursed by the GCAH directly to the applicant’s academic program.
• The recipient must submit a 500-word report to the GCAH and to the SAA Council upon completion of her/his second semester.
• Awardees may be invited to attend the annual meeting of the General Commission on Archives and History and/or the Quadrennial Historical Convocation, with funding provided by GCAH.

In the event that certain conditions arise, the following shall apply:  1) if the award exceeds tuition fees for one semester, the balance may be carried over to the next semester; 2) if the recipient drops out of the archival administration program, all unused fees shall be returned to GCAH; and 3) if the recipient’s tuition is paid in full by another scholarship or award, the recipient shall decline the Forman Scholarship.

Josephine Forman Scholarship Recipients:

2024:  Federica Alesiani (University of Washington)

2023:  Hannah Gershone (Simmons University)

2022:  Elias Larralde (University of Arizona)

2021:  Hinaikawaihiʻilei Keala (University of Hawaiʻi at Mānoa)

2020:  Ishmael Ross (Louisiana State University) 

2019:  Ashley Flores (University of California, Los Angeles)

2018:  Krystell Jimenez (University of California, Los Angeles)

2017:  Jeannie Chen (University of California, Los Angeles)

2016:  Desiree Alaniz (Simmons College)

2015:  Maria E. Sanchez-Tucker (University of Wisconsin–Milwaukee)

2014:  Joanna Chen (University of California, Los Angeles)

2013:  Kimberly Springer (University of Michigan)

2012:  Nathasha Alvarez

2011:  Nidya G. Gonzalez

Mark A. Greene Emerging Leader Award

Purpose and Criteria for Selection:

The Mark A. Greene Emerging Leader Award celebrates and encourages early-career archivists who have completed archival work of broad merit, demonstrated significant promise of leadership, and/or performed commendable service to the archives profession. The award is given based on the total experience of the awardee, including knowledge, leadership, participation, and/or achievements in the profession.

Nominees must be SAA members and will have more than two years and less than ten years of professional archives experience. Nominees must meet as many of the following criteria as possible:

• Work of merit that has made a substantive contribution to an area (or areas) of the archives profession beyond the nominee’s local institution and that holds promise for future contributions.
• Demonstrated leadership through collaborative work or exemplary service to local, regional, and/or national archival and cultural associations.
• Involvement in successful outreach and advocacy efforts on behalf of the nominee’s institution and the archives profession.

Sponsor:

Created in 2011 and renamed in 2017, the award honors SAA Fellow and Past President Mark A. Greene for his long-standing commitment to mentoring young leaders.

Prize:

A certificate. 

First Awarded:

2012

Selection Committee:

The Mark A. Greene Emerging Leader Award Subcommittee of the SAA Awards Committee consists of three members of SAA and one of the co-chairs of the SAA Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA President-elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as its chair.

Submission Deadline and Nomination Requirements:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year and include the following:

• Nominee's résumé; and
• Two letters of support from colleagues who are familiar with the nominee’s work and professional activities. 

Updates Approved by Council: August 2024

 Mark A. Greene Emerging Leader Award Recipients:

2024: Not awarded

2023: Catheryne Popovitch (Illinois State Archives)

2022: Sara Davis (Wyoming State Archives)

2021: Dorothy Berry (Harvard University, Houghton Library)

2020: Lydia Tang (Michigan State University)

 2019: Wendy Hagenmaier (Georgia Institute of Technology)

2018: Harrison Inefuku (Iowa State University)

2017: Natalie Baur, El Colegio de México

2016: Matt Gorzalski, Southern Illinois University Carbondale 

2015: Cheryl Oestreicher, Boise State University

2014: Beth Shields, Kentucky Department for Libraries and Archives

2013: Tanya Marshall

2012: Mark Matienzo

Mosaic Scholarship

Purpose and Criteria for Selection:

The Mosaic Scholarship provides financial and mentoring support to students of color pursuing graduate education in archival science, encourages students to pursue a career as an archivist, and promotes the diversification of the American archives profession. The award is given to applicants who demonstrate excellent potential for scholastic and personal achievement and who manifest a commitment both to the archives profession and to advancing diversity concerns within it. Established by the SAA Council in August 2008 to advance SAA's Diversity Strategic Priority.

Eligibility: Please read this section carefully.

The applicant: 

• Must be a citizen or permanent resident of the United States or Canada.
• Must be of American Indian/Alaska Native, Asian, Black/African American, Hispanic/Latinx, Middle Eastern/North African, or Native Hawaiian/Other Pacific Islander descent.
• Must be currently enrolled in a graduate program or a multi-course program in archival administration, or have applied to such a program for the next academic year. (The graduate program must offer at least three courses in archival science or be listed in the current SAA Directory of Archival Education. If the program is not listed in the SAA Directory of Archival Education, the applicant must provide proof of the three-course standard by submitting copies of course descriptions from the institution's current course catalog.)
• Shall have completed no more than half of the credit requirements toward her/his graduate degree at the time of award (i.e., June 1).
• Must be enrolled in a graduate program and begin school no later than September 1 or the fall semester/quarter immediately following the award. Otherwise the award will be rescinded.
• May have full-time or part-time status.
• Must submit a 500-word report to the SAA Council upon completion of the second semester.

In the event that certain conditions arise, the following shall apply: 1) if the award exceeds tuition fees for one semester, the balance may be carried over to the next semester; 2) if the recipient drops out of the archival administration program, all unused fees shall be returned to SAA; and 3) if the recipient’s tuition is paid in full by another scholarship or award, the recipient shall decline the Mosaic Scholarship.

Sponsors and Funding:

The Society of American Archivists and the Society of American Archivists Foundation.

Selection Committee:

The Mosaic Scholarship Subcommittee of the SAA Awards Committee is composed of six members of the Society of American Archivists and one of the co-chairs of the Awards Committee (ex officio).  Two of the six members are appointed each year by the SAA President-elect to serve three-year terms.  One of these appointees shall be a previous Mosaic Scholarship recipient. The chair of the subcommittee is appointed annually by the President-elect from among the third-year members. The President-elect's appointments shall be made in consultation with the chairs of the SAA Diversity Committee, the Archivists and Archives of Color Roundtable, and the Archival Educators Roundtable.

Prize:

As the SAA and SAA Foundation budgets permit, up to two scholarships of $5,000 each.  In addition, each scholarship recipient receives a one-year complimentary membership in the Society of American Archivists and complimentary registration to the Society’s Annual Meeting for the year in which the scholarship is received.

First Awarded:

2009

Application Deadline and Requirements:

Click here to preview the application and/or to apply. All applications must be submitted by February 28 of each year and include the following:

• A cover letter stating interest in the scholarship and how the applicant meets eligibility requirements.
• Official transcripts from the applicant's most recent academic program. NOTE: Allow enough time to get transcripts by application deadline.
• Essay of not more than 500 words outlining the applicant's interest in the archives profession as well as how they would advance diversity concerns within it.
• Two letters of recommendation. NOTE: Please notify your references ahead of time. Your references will need to upload their letters of recommendation to your online form by the application deadline.

Mosaic Scholarship Recipients:

2024:   Sage Innerarity (Simmons University)

2023:   Dharani Persaud (University of British Columbia)

2022:   Sean Payne (Syracuse University)

2021:   Christopher Castro (University of California, Los Angeles)

2020:   Mya Ballin (University of British Columbia)

2019:    Lisle Pino (San Jose State University)

2018:    Alexis Recto (University of California, Los Angeles)

2017:   Jessica Tai AND Sabrina Ponce (University of California, Los Angeles)

2016:   Jimmy Zavala (University of California, Los Angeles)

2015:   Desiree Alaniz (Simmons College)

2014:   Rebecca Nieto (McGill University) AND Maria E. Sanchez-Tucker (University of Wisconsin-Milwaukee)

2013:   Barrye Brown (University of North Carolina at Chapel Hill) AND Rhonda Jones (University of North Carolina at Chapel Hill)

2012:   Aditi Sharma Worcester (University of Texas at Austin)

2011:   Rose Chou (San Jose State University) AND Helen Kim (University of Texas at Austin)

2010:   LaNesha DeBardelaben (Indiana University-Bloomington) AND Susan Gehr (San Jose State University) 

2009:   Janet Ceja (University of Pittsburgh) AND Harrison Inefuku (University of British Columbia)

Oliver Wendell Holmes Travel Award

Purpose:

Established in 1979, this award enables international archivists, who are currently training or studying in the United States or Canada, to augment their experience by traveling to the Annual Meeting of the Society of American Archivists. 

Eligibility:

Applications are evaluated based on archivists who are not U.S. or Canadian citizens or permanent residents.

Sponsor and Funding:

Funded by the Society of American Archivists Foundation. The award is named in honor of Oliver Wendell Holmes, who joined the National Archives staff in 1935 and served in many capacities, including that of executive director of the National Historical Publications Commission. Holmes was a Fellow of the Society of American Archivists and served as SAA's fourteenth president in 1958–1959.

Selection Committee:

The committee is composed of three members of the Society and one of the co-chairs of the SAA Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA President-elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as its chair.

Prize:

A certificate and a cash award of $1,000.

First Awarded:

1979

Application Deadline and Form:

Click here to preview the application and/or to apply. All applications must be submitted by February 28 of each year.

Recipients of the Oliver Wendell Holmes Travel Award:

2024: Jiarui Sun (China)

2023: Matthew Yang (Singapore)

2022:  Chaeyeon Kim (South Korea)

2021:  Jiarui Sun (China)

2020:  Klavier Jie Ying Wang (China)

2019:   Not awarded

2018:   Tianjiao Qi (China)

2017:   No applicants

2016:   Tristan Triponez (Switzerland)

2015:   Mary Grace Golfo (Philippines)

2014:   Not awarded

2013:   Weimei Pan (China)

2012:   Georgia Barlaoura (Greece) and Lara Mancuso (Brazil)

2011:   Patrick Ansah (Ghana) and Umi Asma’ Mokhtar (Malaysia)

2010:   Elaine Goh (British Columbia, Canada)

2009:   Ricardo L. Punzalan (Philippines)

2008:   Not awarded

2007:   Gerald Chaudron (New Zealand)

2006:   Not awarded

2005:   Not awarded

2004:   Bart Ballaux (Belgium)

2003:   Ji-Hyun Kim (Korea)

2002:   Not awarded

2001:   Eun G. Park (Korea)

2000:   Zhou Xiaomu (China)

1999:   Ciaran Trace (Ireland)

1998:   Ntombizandile Kwatsha (South Africa)

1997:   Liu Yunming (China)

1996:   In support of an International Reception

1995:   Not awarded

1994:   Not awarded

1993:   Not awarded

1992:   Veronika Emlerova (Czechoslovakia)

1991:   Julie Stacker (Australia)

1990:   Samuel Njovana (Zimbabwe)

1989:   Valerii Leonov (USSR)

1988:   Ann Pederson (Australia), Jan E.A. Boomgaard (The Netherlands), Alan Ives (Australia)

1987:   Jan E.A. Boomgaard (The Netherlands), Darwin Matthews (Australia), Gordon Read, Peter Sigmond (The Netherlands)

1986:   Joan VanAlbada (The Netherlands), Michael Roper (Great Britain), Michael Dreyfus, Charles Kecskemeti (France), Alvan Ives (Australia), Egart Anderson (The Netherlands), Luciana Duranti (Italy), Peter Sigmond (The Netherlands), Maryna Fraser

1985:   Luciana Duranti (Italy), Maria Luisa Acuna (Mexico), Amanda Rosales (Mexico)

1984:   Alvan Ives (Australia), Aauel Polka Toe (Liberia)

1983:   Stuart Strachan (New Zealand)

1982:   Egart Anderson (The Netherlands)

1981:   Zhang Tien-ming (China)

1980:   Not awarded

1979:   Steve Mwiyeriwa (Malawi)

Philip M. Hamer and Elizabeth Hamer Kegan Award

Purpose and Criteria:

This Philip M. Hamer and Elizabeth Hamer Kegan Award recognizes an archivist, editor, group of individuals, or institution that has increased public awareness of a specific body of documents (which can be a specific archival collection or thematic aggregation) through compilation, transcription, exhibition, or public presentation of archives or manuscript materials for educational, instructional, or other public purpose. Work that has impact on a local, regional, national, and/or international level is welcomed. Nominee(s) should meet one or more of the following criteria and provide supporting documentation as evidence:

• Project was/is achieved through compilation, transcription, exhibition, or public presentation of archives or manuscript materials that go above and beyond conventional archival processing / arrangement and description work. 

• Project effectively raises public awareness of a specific body of archival or manuscript documents (may include photos, films, etc.). 

• Project has clear educational, instructional, or other public purpose with evidence provided of the impact of the educational/instructional work, etc. 

• Project clearly conveys the value of the records.

 Eligibility:

Individual archivists and editors, groups of individuals, organizations. This award is open to nominees within and outside of the United States, and is not limited to SAA members.

Sponsor and Funding:

The Society of American Archivists Foundation, with the cash prize underwritten by a fund first established by Elizabeth Hamer Kegan in 1973. The award honors two SAA Fellows and past presidents. Elizabeth Hamer Kegan was appointed Assistant Librarian of Congress in 1963, where she directed information, exhibits, publications, and international visitors' programs and shepherded the American Revolution Bicentennial Program. Her late husband, Philip M. Hamer, was a historian who served successively as head of the Library, Accessions, Reference, and Records Control divisions of the National Archives, and was the first executive director of the National Historical Publications Commission. He was the author of A Guide to Archives and Manuscripts in the United States (1961). The award was modified in 1987, 1991, and 2017. 

Prize:

A certificate and a cash prize of $500.

Selection Committee:

The Hamer-Kegan Award Subcommittee of the SAA Awards Committee is composed of three members of the Society of American Archivists and one of the co-chairs of the Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA Vice President to serve a three-year term. The senior member of the subcommittee in years of service shall serve as chair.

Application Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year.  

Philip M. Hamer and Elizabeth Hamer Kegan Award Recipients:

2024:  Atlanta University Center Robert W. Woodruff Library Archives Research Center

  Honorable Mention to La Florida: The Interactive Digital Archive of the Americas 

2023:  Dr. William Fliss

2022:  San Diego Air and Space Museum

2021:  California State University Japanese American Digitization Project

2020:  Laura Wagner

2019:  Dickinson College Archives and Special Collections for Carlisle Indian School Digital Resource Center

2018:  Find & Connect, eScholarship Research Centre

2017:  The Center for Home Movies

2016:   South Asian American Digital Archive

2015:  The Legacy Center, Drexel University College of Medicine 

2014:  Emma Goldman Papers Project

2013:  Densho: The Japanese American Legacy Project

2012:  Immigration History Research Center, University of Minnesota

2011:  March On Milwaukee Civil Rights History Project team (University of Wisconsin–Milwaukee Libraries)

2010:  Giza Archives at the Museum of Fine Arts, Boston

2009:  Ward M. Canaday Center for Special Collections of the University of Toledo

2008:  Canadian Broadcasting Corporation and the CBC Digital Archives (Les archives de Radio-Canada)

2007:  National Library of Medicine's Profiles in Science

2006:  The State Library and Archives of Florida's Florida Folklife Digitization and Education Project

2005:   Survivors of the Shoah Visual History Foundation

2004:   Pennsylvania Historical and Museum Commission

2003:   New York State Archives Partnership Trust 

2002:   Vermont State Archives

2001:   Shelly Henley Kelly

2000:   Jeffrey D. Marshall, A War of the People: Vermont Civil War Letters

1999:   Delaware Public Archives

1998:   Linda A. Ries

1997:   Minnesota Historical Society

1996:   Julie Daniels, Judy Hohmann, Jean West

1995:   New York Public Library

1994:   American Heritage Center at University of Wyoming

1993:   Carl Albert Center at University of Oklahoma

1992:   Elaine Forman Crane, Northeastern University Press

1991:   James D. Folts, Larry Hackman, Judy Hohmann

1990:   Judy Hohmann

1989:   Jane Doerr

1988:   Nancy Bartlett, Kathleen Koehler

1987:   Robert E. Bailey, Elaine S. Evans

1986:   Not awarded

1985:   Claude-Ann Lopez

1984:   David Wilson

1983:   Robert E. McCarthy

1982:   Mary Dix

1981:   Sharon Macpherson

1980:   Linda J. Pike

1979:   Raymond W. Smock

1978:   Philander D. Chase

1977:   Dorothy Twohig

1976:   Charles F. Hobson

1975:   Harold Dean Moser

1974:   David W. Hirst

 1973:   Patricia A. Clark

Preservation Publication Award

Purpose and Criteria for Selection:

The Preservation Publication Award recognizes the author(s) or editor(s) of an outstanding published work related to archives preservation and, through this acknowledgment, encourages outstanding achievement by others. Submissions may address topics related to digital preservation as well as analog preservation. The work can be an article, report, chapter, or monograph in an audiovisual, digital, or print format.

The work must contribute to the advancement of the theory and practice of preservation in archives institutions by introducing new preservation theories, methods, or techniques; by codifying principles and practices of archives preservation; by presenting the results of innovative research on matters related to archives preservation; by investigating preservation issues of current interest and importance to the archives community; or by studying aspects of the history of the archives profession. Submissions may address topics related to digital preservation as well as analog preservation

The award was established in 1993 by SAA's Preservation Section.

Eligibility:

Awarded to the author(s) or editor(s) of an outstanding preservation-related work that is of relevance to the North American archives community and published during the preceding calendar year.

Submission Requirements:

A completed nomination form and the required number of copies of the work.

Sponsor and Funding:

The Society of American Archivists.

Prize:

A certificate and a cash prize of $750.

First Awarded:

1994

Selection Committee:

The Preservation Publication Award Subcommittee of the SAA Awards Committee consists of four members of the Society of American Archivists (one of whom shall be the current chair of the Preservation Section, who shall serve a term concurrent with his or her office) and one of the co-chairs of the Awards Committee (ex officio). One of the remaining members shall be appointed each year by the SAA President-elect to serve a three-year term. The senior member of the subcommittee in years of service shall serve as chair.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year.  

Council Approved Updates: August 2024

Preservation Publication Award Recipients:

2024: Not awarded

2023: Not awarded

2022: "Balancing Care and Authenticity in Digital Collections: A Radical Empathy Approach To Working With Disk Images" by Monique Lassere and Jess Whyte in Journal of Critical Library and Information Studies vol. 3 (2021)

Special Commendation: “The Impact of Climate Change on Canadian Archives” by Amanda Oliver in Records Management Journal vol. 31

2021: OSSArcFlow Guide to Documenting Born-Digital Archival Workflows by Alexandra Chassanoff and Colin Post(Educopia Institute, 2020)

Special Commendation: “What's Wrong with Digital Stewardship: Evaluating the Organization of Digital Preservation Programs from Practitioners' Perspectives” by Karl-Rainer Blumenthal, Peggy Griesinger, Julia Kim, Shira Peltzman, and Vicky Steeves in Journal of Contemporary Archival Studies vol. 7

2020:  Preventive Conservation: Collection Storage by Lisa Elkin and Christopher A. Norris (the Society for the Preservation of Natural History Collections, The American Institute for Conservation, the Smithsonian Institution, and the George Washington University Museum Studies Program, 2019)

2019:  The No-Nonsense Guide to Born-Digital Content by Heather Bowden and Walker Sampson (Facet, 2018)

2018:    "The Whole Story: News Agency Photographs in Newspaper Photo Morgue Collections" by Laura McCann, American Archivist 80.1 (Spring/Summer 2017)

2017:   Waters Rising: Letters from Florence by Sheila Waters (The Legacy Press, 2016)

2016:   Preserving Our Heritage: Perspectives from Antiquity to the Digital Age by Michele V. Cloonan

2015:  From Theory to Action: “Good Enough” Digital Preservation Solutions for Under-Resourced Cultural Heritage Institutions by the Digital POWRR Team

Special Commendation: 2015 National Agenda for Digital Stewardship by the  National Digital Stewardship Alliance

2014:   Archivists' Guide to Archiving Video, published by WITNESS

 2013:   Aligning National Approaches to Digital Preservation, edited by Nancy Y. McGovern (volume editor) and Katherine Skinner (series editor)

 2012:  Geospatial Multistate Archive and Preservation Partnership (GeoMAPP) Best Practices for Archival Processing for Geospatial Datasets

2011:   Digital Curation: A How-To-Do-It Manual by Ross Harvey

 2010: Archival and Special Collections Facilities: Guidelines for Archivists, Librarians, Architects, and Engineers, edited by Michele F. Pacifico and Thomas P. Wilsted

2009:   The AIC Guide to Digital Photography and Conservation Documentation

 2008:   Science and Technology Council of the Academy of Motion Picture Arts and Sciences, The Digital Dilemma

 2007:   Heritage Preservation, Field Guide to Emergency Response

2006:   Data Dictionary for Preservation Metadata: Final Report of the PREMIS Working Group

2005:   National Film Preservation Foundation, The Film Preservation Guide: The Basics for Archives, Libraries, and Museums

2004:   Anne R. Kenney, Nancy Y. McGovern, Digital Preservation Management: Implementing Short-term Strategies for Long-term Problems (Web-based tutorial)

2003:   Not awarded

2002:   Robert E. Schnare, Jr., Bibliography of Preservation Literature, 1983-1996

2001:   Gregory S. Hunter, Preserving Digital Information: A How-To-Do-It Manual

2000:   Eléonore Kissel and Erin Vigneau, Architectural Photoreproductions: A Manual for Identification and Care

1999:   James M. Reilly, The Storage Guide for Color Photographic Materials

1998:   Not awarded

1997:   Preserving Digital Information: Report on the Task Force on Archiving of Digital Information

1996:   Anne R. Kenney, Stephen Chapman, Tutorial - Digital Resolution Requirements for Replacing Text Based Material: Methods for Benchmarking Image Quality

1995:   Nancy E. Elkington, RLG Archives and Microfilming Manual

1994:   Mary Lynn Ritzenthaler, Preserving Archives and Manuscripts

Sister M. Claude Lane, O.P., Memorial Award

Purpose and Criteria for Selection:

The Sister M. Claude Lane, O.P., Memorial Award was created in 1974 and recognizes an individual who has made a significant contribution to the field of religious archives.  Selection criteria include:

• Involvement and work in the Archivists of Religious Collections Section of the Society of American Archivists;
• Contributions to archival literature that relates to religious archives;
• Participation and leadership in religious archives organizations; and/or
• Evidence of leadership in a specific religious archives.

Eligibility:

Individual archivists only.

Nomination Requirements:

A completed nomination form.

Sponsor and Funding:

Named in honor of Sister M. Claude Lane, O.P., the first professionally trained archivist at the Catholic Archives of Texas in Austin, who served there from 1960 until her death in 1974. The award is funded by the Society of Southwest Archivists. 

Prize:

A certificate and a cash prize.

Selection Committee:

The Sister M. Claude Lane, O.P., Memorial Award Subcommittee of the SAA Awards Committee is composed of four members of SAA, at least one of whom is also a member of the Society of Southwest Archivists (SSA). In addition, one of the co-chairs of the SAA Awards Committee serves ex officio on the subcommittee. The SAA President-elect shall appoint one member of the subcommittee each year for a term of three years after having solicited nominations from the president of the SSA and from the Awards Committee co-chairs. The senior member of the subcommittee in years of service shall serve as its chair. 

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year.  

Sister M. Claude Lane, O.P., Memorial Award Recipients:

2024:  Thomas J. McCullough, assistant archivist for the Moravian Archives

2023:  Russell Gasero, archivist for the Reformed Church in America (retired)

       2022:  Carol W. Smith, archivist for Christ Church Preservation Trust

2021:  Mary Grace Kosta, congregational archivist for the Sisters of St. Joseph in Canada

2020:  Ellen Pierce, archival consultant, Dominican Sisters and other Religious Congregations

2019:  Jillian Ewalt, Marian Librray, University of Dayton

2018:   Sister Louise Grundish, Sisters of Charity in Greensburg, Pennsylvania

2017:   Wesley W. Wilson, Roy O. West Library, DePauw University

2016:   Denise “Dee” Gallo, Daughters of Charity in Emmitsburg, Maryland

2015:   Diane Wells, Episcopal Diocese of Olympia in Seattle 

2014:   Judi Fergus, Arthur Moore Methodist Museum, Library and Archives

2013:   Audrey Newcomer, Director, Archives and Records, Archdiocese of St. Louis

2012:   Mark J. Duffy

2011:   Malachy R. McCarthy

2010:   Sister Jane Aucoin, CSJ

2009:   Robert Johnson-Lally

2008:   Mark Thiel

2007:   Roger M. Dahl

2006:   Not awarded

2005:   William Sumners

2004:   John (Jac) Treanor

2003:   Theresa (Terry) Thompson

2002:   Not awarded

2001:   Kinga Perzynska

2000:   Not awarded

1999:   Not awarded

1998:   Charles Nolan

1997:   Not awarded

1996:   Sister Blaithin Sullivan, CSJ

1995:   Brother Roy Godwin, CFA

1994:   Sister Emma Cecilia Busam, OSU

1993:   Peter Wosh

1992:   Sister Mary Linus Bax, CPPS

1991:   Elizabeth Yakel

1990:   Thomas Wilsted

1989:   Not awarded

1988:   Brother Denis Sennett, Franciscan Friars of Atonement

1987:   Robert Shuster

1986:   James M. O'Toole

1985:   Rev. Charles Rehkopf

1984:   Rev. Norbert Brockman

1983:   Not awarded

1982:   Barbara Smith

1981:   Not awarded

1980:   Sister Evangeline Thomas, CSJ

1979:   Sister Felicitas Powers, RSM

1978:   Lynn May and William Miller

1977:   V. Nelle Bellamy

1976:   August Sueflow

1975:   Eleanore Cammack

1974:   Melvin Gingerich

Spotlight Award

Purpose and Criteria for Selection:

The Spotlight Award recognizes the contributions of individuals who work for the good of the archives profession and of archival collections, and whose work would not typically receive public recognition. The nominee(s) should have achieved distinction in one or more of the following ways:

• Participating in special projects;
• Exhibiting tireless committee or advocacy work;
• Responding effectively to an unforeseen or pressing need or emergency;
• Contributing innovative or creative ideas to the profession;
• Performing extraordinary volunteerism; and/or
• Quietly but effectively promoting the profession.

Eligibility:

Awarded to an individual archivist or a group of up to five archivists who have collaborated on a project. Preference is given to archivists working in smaller repositories, especially those without institutional support for professional activities.

Sponsor and Funding:

Established in 2005, the award is funded by the Society of American Archivists Foundation. 

Prize:

A certificate and complimentary registration for the individual recipient or group (of up to five individuals) to the SAA Annual Meeting occurring in the year in which the award is presented.

Selection Committee:

The Spotlight Award Subcommittee of the SAA Awards Committee consists of three members of the Society of American Archivists and one of the co-chairs of the Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA Vice President to serve a three-year term. The senior member of the subcommittee in years of service shall serve as its chair.

Submission Deadline and Nomination Form:

Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28 of each year.  

Spotlight Award Recipients:

2024: Heidi Steed, local government records specialist for the State of Utah Division of Archives and Records Service

2023: Emily Pfotenhauer, former digital strategist and grants manager at Wisconsin Library Services (WiLS)

2022: Georgina Tom, archivist at the 'Iolani School

2021: Lee Price, a fundraising professional who specializes in grant writing for cultural institutions

2020: Michelle Ganz, archives director at the McDonough Innovation

2019:  Kelli Luchs (Las Vegas News Bureau archivist, Las Vegas Convention and Visitors Authority) and Ilana Short (former manager of photography collections, Nevada State Museum)

2018:   Bernetiae Reed, University of North Carolina at Chapel Hill

2017:   No applicants

2016:   Marie Lascu, archivist for Crowing Rooster Arts in New York City and co-founder of Activist Archivists (2011–2015)

2015:   Anne Ostendarp, multimedia archivist for the Knights of Columbus and a consulting and project archivist

2014:   Kate Theimer, Spontaneous Scholarship Program

2013:   Terry Brown, volunteer archivist, Houston Symphony and Museum of Fine Arts, Houston

2012:   Cindy Ditzler and Joan Metzger

2011:   Teresa Kiser

2010:   Ann Russell

2009:   Not awarded

2008:   The staff of Afghan Film

2007:   Alan Harris Stein, Chicago Oral History Roundtable for service as “Katrina Relief Librarian”

2006:   Emilie Leumas

Theodore Calvin Pease Award

Purpose and Criteria for Selection:

The Theodore Calvin Pease Award recognizes superior writing achievements by students of archival studies. Entries are judged on innovation, scholarship, pertinence, and clarity of writing. Papers examining major trends and issues in the archives profession are preferred.

Created in 1987 (and modified in 2007 and 2012), this award honors Theodore Calvin Pease, the first editor of American Archivist, the journal of the Society of American Archivists.

Eligibility:

Eligible entries are written by students enrolled in archival studies classes at either the master’s or doctoral level. A faculty member or instructor associated with the archival studies program must submit the entry to verify that the student paper was written within the context of an archival studies program and completed during the preceding calendar year. A faculty member or instructor in an archival studies program may submit one entry per award cycle. There is no cap on the number of papers than can be submitted by a school or program, provided no individual faculty member submits more than one paper.

Entries should be unpublished manuscripts of 5,000–8,000 words, must include an abstract, and should conform to the stylistic guidelines described in the editorial policy of American Archivist. Submit only the title with the paper. The name of the author, the program, or the faculty member or instructor must not appear on the manuscript.

Sponsor and Funding:

The Society of American Archivists Foundation.

Prize:

A certificate and cash prize of $250. The winning manuscript, after going through the editorial process with the editor of American Archivist, will be published in American Archivist.

First Awarded:

1988

Selection Committee:

Papers will be judged in a blind review by the Pease Subcommittee of the SAA Awards Committee. The subcommittee consists of the editor of American Archivist (who also serves as chair), the vice chair of the Committee on Education, and a member of the Society of American Archivists with experience in archival research and literature appointed annually by the president-elect to serve a one-year term. The editor of American Archivist also edits the manuscript and leads the student through the editorial process in preparation for publication.

Submission Deadline and Nomination Form:

Preview the form and start your nomination. All nominations must be submitted by February 28 of each year. 

Theodore Calvin Pease Award Recipients:

2024: Not awarded

2023: Sony Prosper (University of Michigan), "Conceptualizing Records: Black Bottom Archives, Detroit Sound Conservancy, Faulkner Morgan Archive, Hula Preservation Society, and History Project," American Archivist (Spring/Summer 2024, Vol. 87, No 1)

2022:   Not awarded

2021:  Ferrin Evans (University of Toronto), “Love (and Loss) in the Time of COVID-19: Translating Trauma into an Archives of Embodied Immediacy,” American Archivist (Spring/Summer 2022, Vol. 85, No. 1)

2020:  Bridget Malley (University of Wisconsin Milwaukee), "Documenting Disability History in Western Pennsylvania," American Archivist (Spring/Summer 2021, Vol. 84, No. 1)

2019:  Emily Larson (University of British Columbia), "Big Questions: Digital Preservation of Big Data in Government," American Archivist (Spring/Summer 2020, Vol. 83, No. 1)

2018:   Not awarded

2017:   Anna Robinson-Sweet (Simmons College School of Library and Information Science), “Truth and Reconciliation: Archivists as Reparations Activists,” American Archivist (Spring/Summer 2018, Vol. 81, No. 1)

2016:  Rachel Walton (University of North Carolina at Chapel Hill), “Looking for Answers: A Usability Study of Online Finding Aid Navigation,” American Archivist (Spring/Summer 2017, Vol. 80, No. 1)

 2015:  Paige Hohmann (University of British Columbia), “On Impartiality and Interrelatedness: Reactions to the Jenkinsonian Appraisal in the Twentieth Century,” American Archivist (Spring/Summer 2016, Vol. 79, No. 1) 

2014:  Joshua D. Hager (University of North Carolina at Chapel Hill), "To Like or Not to Like: Understanding and Maximizing the Utility of Archival Outreach on Facebook," American Archivist (Spring/Summer 2015, Vol. 78, No. 1) 

2013:   Alex H. Poole (University of North Carolina at Chapel Hill), "The Strange Career of Jim Crow Archives: Race, Space and History in the Mid-Twentieth-Century American South," American Archivist (Spring/Summer 2014, Vol. 77, No. 1) 

2012:   Pam Mayer (University of North Carolina at Chapel Hill) "Like a Box of Chocolates: A Case Study of User-Contributed Content at Footnote," American Archivist (Spring/Summer 2013, Vol. 76, No. 1) 

2011:  Lora J. Davis (University of Wisconsin—Milwaukee), "Providing Virtual Services to All: A Mixed-Method Analysis of the Web Site Accessibility of Philadelphia Area Consortium of Special Collections Libraries (PACSCL) Member Repositories," American Archivist (Spring/Summer 2012, Vol. 75, No. 1) 

2010:  Emily Monks-Leeson (University of Toronto), "Archives on the Internet: Representing Contexts and Provenance from Repository to Website,” American Archivist (Spring/Summer 2011, Vol. 74, No. 1) 

2009:  Kathleen Fear (University of Michigan), "User Understanding of Metadata in Digital Image Collections," American Archivist (Spring/Summer 2010, Vol. 73, No. 1) 

2008:  Mary Samouelian (University of North Carolina at Chapel Hill), "Embracing Web 2.0: Archives and the Newest Generation of Web Applications," American Archivist (Spring/Summer 2009, Vol. 72, No. 1) 

2007:   Elizabeth Snowden (Middle Tennessee State University), "Our Archives, Our Selves: Documentation Strategy and the Re-Appraisal of Professional Identity," American Archivist (Spring/Summer 2008, Vol. 71, No. 1) 

2006:  Ben Blake (University of Pittsburgh), "A Call for a New American Labor Archives: History, Theory, Methodology and Practice," American Archivist (Spring/Summer 2007, Vol. 70, No. 1) 

2005:  Ian Craig Breaden (University of North Carolina at Chapel Hill), “Sound Practices: Online Audio Exhibits and the Culture Heritage Archive,” American Archivist (Spring/Summer 2006, Vol. 69, No. 1) 

2004:  Catherine O'Sullivan (New York University), "Diaries, Online Diaries, and the Future Loss to Archives; or Blogs and the Blogging Bloggers Who Blog Them," American Archivist (Spring/Summer 2003, Vol. 68, No. 1) 

2003:  Glenn Dingwall (University of British Columbia), "Trusting Archivists: The Role of Archival Ethics Codes in Establishing Public Faith,” American Archivist (Spring/Summer 2004, Vol. 67, No. 1) 

2002:  Reto Tschan (University of British Columbia), "A Comparison of Jenkinson and Schellenberg on Appraisal,” American Archivist (Fall/Winter 2002, Vol. 65, No. 2) 

2001:  James M. Roth (University of North Carolina at Chapel Hill), "Serving Up EAD: An Exploratory Study on the Deployment and Utilization of Encoded Archival Description Finding Aids," American Archivist (Fall/Winter 2001, Vol. 64, No. 2) 

2000:  Kristin E. Martin (University of North Carolina at Chapel Hill), "Analysis of Remote Reference Correspondence at a Large Academic Manuscripts Collection," American Archivist (Spring/Summer 2001, Vol. 64, No. 1) 

1999:  Kathleen Feeney (University of North Carolina at Chapel Hill), "Retrieval of Archival Finding Aids Using World Wide Web Search Engines," American Archivist (Fall 1999, Vol. 62, No. 2) 

1998:  Not awarded  

1997:  Karen Collins (University of North Carolina at Chapel Hill), "Providing Subject Access to Images: A Study of User Queries," American Archivist (Spring 1998, Vol. 61, No. 1) 

1996:  Shauna McRanor (University of British Columbia), "A Critical Analysis of Intrinsic Value," American Archivist (Fall 1996, Vol. 59, No. 4)  

1995:  Judith Panitch (State University of New York at Albany), "Liberty, Equality, Posterity?: Some Archival Lessons from the Case of the French Revolution," American Archivist (Winter 1996, Vol. 59, No. 1) 

1994:  Anke Voss-Hubbard (State University of New York at Albany), "No Documents--No History: Mary Ritter Beard and the Early History of Women's Archives," American Archivist (Winter 1995, Vol. 58, No. 2) 

1993:  Not awarded 

1992:   Roy Schaeffer (University of British Columbia), "Transcendent Concepts: Power, Appraisal, and the Archivist as Social Context," American Archivist (Fall 1991, Vol. 55, No 4) 

1991:  Not awarded 

1990:  Luke J. Gilliland-Swetland (University of Michigan), "The Provenance of a Profession: The Permanence of the Public Archives and Historical Manuscripts Traditions in American Archival History," American Archivist (Spring 1991, Vol. 54, No. 2) 

1989:  Maureen A. Jung (California State University, Sacramento), "Documenting 19th-Century Quartz Mining in Northern California," American Archivist (Summer 1990, Vol. 53, No. 3) 

1988:  Greg Kinney (University of Michigan), "The Records of Land District Offices of the U.S. General Land Office for the States of the Northwest Territory," American Archivist (Spring 1989, Vol. 52, No. 2) 

Waldo Gifford Leland Award

Purpose and Criteria for Selection:

Created in 1959, this prize encourages and rewards writing of superior excellence and usefulness in the field of archival history, theory, or practice.

Eligibility:

Monographs or documentary publications in print or digital editions first published in English during the preceding calendar year are eligible. Periodicals are not eligible.

Submission Requirements:

A completed nomination form and THREE copies of the publication.

Sponsor and Funding:

The Society of American Archivists Foundation, in honor of Waldo Gifford Leland, who authored the landmark Guide to the Archives of the Government of the United States in Washington (1904), was active in the organization of the Conference of Archivists in 1909, played a central role in the establishment of the U.S. National Archives, and served two terms as SAA President during the 1940s.

Prize:

A certificate and cash prize of $1,000.

First Awarded:

1959

Selection Committee:

The Leland Award Subcommittee of the SAA Awards Committee consists of three members of the Society of American Archivists and one of the co-chairs of the Awards Committee (ex officio). One member of the subcommittee shall be appointed each year by the SAA President-elect for a term of three years. The senior member of the subcommittee in years of service shall serve as its chair.

Application Deadline and Nomination Form:

Preview and/or start the nomination form. All nominations must be submitted by February 28 of each year.  

Waldo Gifford Leland Award Recipients:

2024: Eira Tansey, A Green New Deal for Archives (Council on Library and Information Resources, 2023)

2023: James Lowry, Disputed Archival Heritage (Routledge, 2022)

2022: Jason Lustig, A Time to Gather (Oxford University Press, 2021)

2021: Cheryl Oestreicher, Reference and Access for Archives and Manuscripts (Society of American Archivists, 2020) 

2020: Jean-Christophe Cloutier, Shadow Archives: The Lifecycles of African American Literature (Columbia University Press, 2019)  

2019: Trevor Owens, The Theory and Craft of Digital Preservation (Johns Hopkins University Press, 2018)

2018: Anthony Cocciolo, Moving Image and Sound Collections for Archivists (Society of American Archivists, 2017) 

2017: Phil Bantin, Building Trustworthy Digital Repositories: Theory and Implementation (Rowman and Littlefield, 2016) 

2016: Sonja Luehrmann, Religion in Secular Archives: Soviet Atheism and Historical Knowledge (Oxford University Press, 2015) 

 2015: Michelle Caswell, Archiving the Unspeakable: Silence, Memory, and the Photographic Record in Cambodia (University of Wisconsin Press, 2014)

 2014: Ellen Gruber Garvey, Writing with Scissors: American Scrapbooks from the Civil War to the Harlem Renaissance (Oxford University Press, 2013)

 2013:   Astrid M. Eckert, The Struggle for the Files: The Western Allies and the Return of German Archives after the Second World War (Cambridge University Press, 2012)

 2012:   Francis X. Blouin, Jr., and William G. Rosenberg, Processing the Past: Contesting Authority in History and the Archives (Oxford University Press, 2011)

 2011:   Dr. Laura A. Millar, Archives: Principles and Practices (Neal-Schuman Publishers, 2010)

 2010:   Karen D. Paul, Glenn R. Gray, and L. Rebecca Johnson Melvin, An American Political Archives Reader (Scarecrow Press, 2009) 

 2009:   Philip C. Bantin, Understanding Data and Information Systems for Recordkeeping (Neal Schuman Publishers, 2008)

 2008:   Deidre Simmons, Keepers of the Record: The History of the Hudson’s Bay Company Archives (McGill-Queen's University Press, 2007)

2007:   Waverly Lowell and Tawny Ryan Nelb, Architectural Records: Managing Design and Construction Records (Society of American Archivists, 2006)

2006:   Mary Jo Pugh, Providing Reference Services for Archives and Manuscripts (Society of American Archivists, 2005)

2005:   Richard J. Cox, No Innocent Deposits: Forming Archives by Rethinking Appraisal (Scarecrow Press, 2004) 

2004:   Gregory S. Hunter, Developing and Maintaining Practical Archives: A How-To-Do-It Manual (Neal-Schuman Publishers, 2003)

2003:   Joan Echtenkamp Klein, “Philip S. Hench Walter Reed Yellow Fever Collection" Website 

2002:   Richard J. Cox, Managing Records for Evidence and Information (Quorum Books, 2001)

2001:   Anne R. Kenney and Oya Y. Rieger, Moving Theory into Practice: Digital Imaging for Libraries and Archives (Research Libraries Group, 2000)

2000:   Charles Dollar, Authentic Electronic Records: Strategies for Long-Term Access (Cohasset Associates, 1999); Certificate of Commendation: Patricia Kennedy Grimsted, Archives of Russia: A Directory and Bibliographic Guide to Holdings in Moscow and St. Petersburg (Routledge, 1997). 

1999:   Not awarded

1998:   James. M. O'Toole, The Records of American Business (Society of American Archivists, 1997)

1997:   Anne Kenney and Stephan Chapman, Digital Imaging for Libraries and Archives (Cornell University Library, 1996)

1996:   Charles H. Lesser, South Carolina Begins: The Records of a Proprietary Colony, 1663–1721 (South Carolina Department of Archives and History, 1995)

1995:   Joan D. Krizack, Documentation Planning for the U.S. Health Care System (Johns Hopkins University Press, 1994)

1994:   F. Gerald Ham, Selecting and Appraising Archives and Manuscripts (Society of American Archivists, 1993)

1993:   Helen W. Samuels; Varsity Letters: Documenting Modern Colleges and Universities (Society of American Archvists and Scarecrow Press, 1992). Certificate of Commendation: Charles Dollar

1992:   Thomas Wilsted and William M. Nolte, Managing Archival and Manuscript Repositories (Society of American Archivists, 1991)

1991:   Richard J. Cox, American Archival Analysis: The Recent Development of the Archival Profession in the United States (Scarecrow Press, 1990); Marie B. Allen and Michael Miller, The Intergovernmental Records Project Phase 1 Report (1990) 

1990:   Henry P. Beers, French and Spanish Records of Louisiana: A Bibliographic Guide        to Archive and Manuscript Sources (Louisiana State University Press, 1989)

1989: Not awarded

1988:   Nancy E. Gwinn, Preservation Microfilming: A Guide for Librarians and Archivists (American Library Association, 1989)

1987:   Frederick J. Stielow, The Management of Oral History Sound Archives (Greenwood Press, 1986)

1986:   John Barton and Johanna Wellheiser, An Ounce of Prevention (Scarecrow Press, 1985) 

1985:   John Fleckner, Native American Archives: An Introduction (Society of American Archivists, 1984)

1984:   Richard C. Berner, Archival Theory and Practice in the United States: A Historical Analysis (University of Washington Press, 1983)

1983:   James M. O'Toole, Guide to the Archives of the Archdiocese of Boston (Scholarly Title, 1981); Lucy F. West, The Papers of M. Carey Thomas in the Bryn Mawr College Archives: Reel Guide and Index to the Microfilm Collection (Research Publications, 1981)

1982:   Edward E. Hill, Guide to Records in the National Archives Relating to American Indians (National Archives and Records Service, 1981)

1981:   H.G. Jones, Local Government Records (American Association for State and Local History, 1980)

1980:   Harold C. Syrett, The Papers of Alexander Hamilton (Columbia University Press, 1979)

1979:   Ronald R. McCoy, The National Archives: America's Ministry of Documents (University of North Carolina Press, 1978) 

1978:   Richard C. Davis, North American Forest History: Guide to Archives and Manuscripts in the United States and Canada (ABC-Clio Ltd, 1976) 

1977:   Not awarded

1976:   Kenneth W. Duckett, Modern Manuscripts: A Practical Manual for their Management, Care and Use (American Association for State and Local History, 1975)

1975:   Not awarded

1974:   Peter Walne, A Guide to Manuscript Sources for the History of Latin America and the Caribbean in the British Isles (University of London, 1973); David Iredale, Enjoying Archives (David and Charles, 1973) 

1973:   Ernst Posner, Archives in the Ancient World (Harvard University Press, 1972); Patricia Kennedy Grimsted, Archives and Manuscript Repositories in the USSR; Moscow and Leningrad (Princeton University Press, 1972)

1972:   Martin Schmitt, Catalogue of Manuscripts in the University of Oregon Library (University of Oregon, 1971)

1971:   Walter Rundell, Jr., In Pursuit of American History: Research and Training in the United States (University of Oklahoma Press, 1970)

1970:   Edgar B. Nixon, Franklin Delano Roosevelt and Foreign Policy (Harvard University Press, 1969)

1969:   Henry P. Beers, Guide to the Archives of the Government of the Confederate States of America (Washington, 1968)

1968:   Andrew Oliver, Portraits of John and Abigail Adams (Harvard University Press, 1967)

1967:   H.G. Jones, For History's Sake: The Preservation and Publication of North Carolina History, 1663–1903 (Chapel Hill, 1966)

1966:   Edward E. Hill, Preliminary Inventory of the Records of the Bureau of Indian Affairs (National Archives, 1965)

1965:   Ernst Posner, American State Archives (University of Chicago Press­, 1964)

1964:   Morris L. Radoff and Phebe R. Jacobsen, The County Courthouses and Records of Maryland, published in two parts (Annapolis, 1960, 1963).

1963:   Kenneth W. Munden and Henry P. Beers, Guide to Federal Archives Relating to the Civil War (National Archives, 1962)

1962:   Philip M. Hamer, A Guide to Archives and Manuscripts in the United States (New Haven, 1961)

1961:   Oliver W. Holmes, "Public Records—Who Knows What They Are?," SAA Presidential Address (1961)

1960:   Julian P. Boyd, "These Precious Monuments of… Our History” Lecture (Princeton University)

1959:   Theodore R. Schellenberg and Manual C. Stampa, Archivos Modernos: Principles y Tecnicas (La Habana : Imprenta del Archivo Nacional, 1958) 

A*CENSUS II Working Group

Roster

The A*CENSUS II Working Group was created by the SAA Council in December 2020 to work with SAA’s survey research consultants (Ithaka S+R) to design, field, and report out on the second iteration of Archival Census and Education Needs Survey in the United States (A*CENSUS). The survey project, conducted from September 2020 to February 2023, is being funded by a National Leadership Project Grant from the Institute of Museum and Library Services.

The Working Group is responsible for 1) reviewing and discussing previous survey instruments and findings to determine what information should be captured to enable longitudinal analyses, 2) identifying new areas of interest for incorporation into the survey, 3) developing thematic areas of interest for a new survey of archival institutions, and 4) assisting in identification of groups and institutions that should be invited to participate in the survey.

CoSA/NAGARA/RAAC/SAA Joint Working Group on Issues and Awareness (Affiliated Group)

I. Purpose

The Joint Working Group coordinates efforts and initiatives of the Council of State Archivists (CoSA), the National Association of Government Archives and Records Administrators (NAGARA), the Regional Archival Associations Consortium (RAAC), and the Society of American Archivists (SAA) in areas of common concern and action, including: 1) coordinating action to address public policy and legislative concerns for the archives and records management profession, 2) cooperating on efforts to raise awareness of the value of archives and records management, and 3) coordinating strategies for the preservation of and access to archival records throughout the United States, its territories, and the District of Columbia.

II. Size, Composition, Selection, and Length of Terms

The Joint Working Group consists of eight voting members. Each organization selects two members to serve on the Joint Working Group for a renewable two-year staggered term after each organization’s annual meeting.

• The SAA Vice President appoints the SAA representatives, generally one individual serving on the SAA Committee on Advocacy and Public Policy and recommended by the chair of that committee and one individual serving on the SAA Committee on Public Awareness and recommended by the chair of that committee.
• The CoSA representatives shall be appointed by the President of CoSA.
• The NAGARA representatives shall be appointed by the Board of NAGARA.
• The RAAC representatives shall be appointed by the RAAC Steering Committee.

The Joint Working Group shall select its chair or shared method of leadership annually by a majority vote.  The chair selection will be reviewed and confirmed by the President/Chair of each organization.

A second group of ex-officio non-voting members, not to exceed four people, may be added to the Joint Working Group by majority vote of the Joint Working Group for a one-year renewable term.  These members shall either:

• Represent an allied organization with an interest in supporting and coordinating with the advocacy and awareness issues of the archives community. Not more than one non-voting member can be selected from each organization.
• Be emeritus members whose contributions to archival advocacy and awareness, service to the Joint Working Group, and/or connections with federal officials and legislators would make their continued contributions to the Working Group beneficial.

III. Reporting

Joint Working Group members are responsible for reporting to their leadership group according to the standards of each organization.

Guidelines and procedures for reviewing and providing a streamlined approval process among the four organizations shall be developed by the Working Group and shall be approved by the boards of the four organizations prior to implementation.

IV. Duties and Responsibilities

The Joint Working Group creates an annual work plan that identifies tactics, communication with respective boards, and development of broad networks of allied organizations. The plan is approved annually by the boards of the four organizations.

The Joint Working Group focuses on issues, trends, and positions in the following areas:

• Ongoing issues, such as existing federal programs, budgets, and strategic initiatives (e.g., National Archives and Records Administration, National Historical Publications and Records Commission, Library of Congress, National Endowment for the Humanities, Institute of Museum and Library Services); federal budget implications; and federal legislation and regulation implications.
• Federal block grant funding for archives.
• Standards and practices for records access, preservation, and management; transparency; and ethics.
• State and local legislation and budget issues (such as threats to core programs, institution closures, funding for initiatives to improve access to records, ethical breaches).
• Public and internally focused awareness and outreach efforts for promoting the value of archives and archivists.

V. Meetings

The Joint Working Group determines an appropriate meeting schedule to complete its annual plan. Funding for conference calls is supported equally by the four organizations. Other funding for in-person meetings or products and initiatives of the Joint Working Group is determined collaboratively by the leaders of the four organizations.

VI. Staffing

The organizations with permanent staff shall provide, on a rotating annual basis, support to conduct meetings, coordinate note taking, and assist in program implementation.

Approved by the SAA Council, October 2014. Revisions approved by the sponsoring organizations and the Joint Working Group, October 13, 2020.

Crisis, Disaster, and Tragedy Response Working Group

Purpose

The Crisis, Disaster, and Tragedy Response Working Group was created in 2020.

The purpose of the Working Group is to maintain and update SAA’s Documenting in Times of Crisis: A Resource Kit; develop and provide immediate and ongoing resources and response assistance to archivists, allied cultural heritage professionals, and their communities in times of tragedies, disasters, or other crises; and build partnerships with organizations focused on relief efforts and cultural stewardship and preservation.

Working Group Size, Selection, and Length of Term

The Working Group consists of a maximum of 12 members, including two co-chairs. At least one member of the Working Group shall be an international representative (that is, an individual who lives and works outside of the United States). Working Group members serve staggered three-year terms with the possibility of reappointment. Individuals are eligible to serve a single three-year term as co-chair, with the final year of that term as past-co-chair. Co-chairs should ideally serve as a regular member of the Working Group prior to their appointment as co-chair. Although an individual may serve as Co-chair during future reappointments, consecutive reappointments to this role will not be made. The Vice President, on behalf of the Council and with the recommendation of the Working Group, makes new appointments and appoints the co-chairs.

Duties and Responsibilities

The Working Group has the following duties and responsibilities:

• Ensure continuous review of the tragedy response toolkit, develop and solicit contributions for new resources, and update as appropriate.
• Provide best practices and recommendations on collecting, documenting, and preserving materials related to crises, disasters, and tragedies.
• Respond in a timely fashion to requests from SAA leadership or staff, archivists, and allied cultural heritage professionals.
• Bring to the Council’s attention possible areas of collaboration with other organizations that are interested in response efforts and, under the Council’s direction and with approval, cooperate with such organizations in furthering SAA’s core values and strategic goals.

Reporting

The Working Group works closely with its Council liaison, staff liaison, and the executive director to ensure that it is responsive to the needs of archivists, allied cultural heritage professionals, and their communities. In certain cases, when time is of the essence, the Working Group communicates directly with the SAA Executive Committee. The Working Group reports to the Council annually and u pon request.

Approved by the SAA Council, August 2020, November 2023.

Cultural Heritage Working Group (disbanded)

Disbanded with thanks by the SAA Council, November 2018.

The Cultural Heritage Working Group will take the lead in fostering discussion, clarifying issues, and investigating a range of alternative approaches to managing, preserving, and providing access to cultural property, given the T and responsibilities of cultural groups and stakeholders and archivists' interest in providing equal and open access to all. This group will

• Advise the SAA Council, officers, staff, and members concerning cultural property and cultural sensitivity issues;
• Prepare draft statements for SAA to issue;
• Develop positions for SAA concerning cultural property and cultural sensitivity issues;
• Represent SAA on cultural property and cultural sensitivity issues at meetings and in professional discussions; and
• Communicate and collaborate with all relevant SAA and external (ALA, AAM, etc.) groups.

The group will submit a work plan with specific activities, outcomes, and timelines for the Council's review and approval at its May 2010 meeting.

The establishment of the Cultural Heritage Working Group represents the beginning of SAA's attempts to open a professional, national, and international discussion regarding the presence of cultural material in repositories. Some challenges in establishing the best practices for the culturally responsive care and use of Native American archival materials are illustrated in a specific discussion of Protocols for Native American Archival Materials. This Working Group broadens the discussion to include other repositories, professions, and cultures that face similar challenges when establishing best practices.

Adopted by the SAA Council: August 10, 2009
Revised: January 2013 
Disbanded: November 2018.

Dictionary Working Group

The Dictionary Working Group produces the online Dictionary of Archives Terminology.

I. Purpose:

The Working Group's purpose is to establish and maintain mechanisms and procedures for ongoing updates and contributions of new content to the Dictionary and to ensure that this important resource adheres to the highest quality professional standards.

II. Appointments to the Working Group:

The Working Group consists of nine to twelve members, including two co-chairs. Working Group members serve four-year terms, which are staggered so that no more than one-fourth of the members are appointed each year. Members may be reappointed indefinitely in recognition of the specialized knowledge and training required to carry out the group’s duties and responsibilities. Co-chairs must be selected from the existing members of the Working Group, and they serve three-year, staggered terms for continuity. Co-chairs may be reappointed based on the recommendation of the Working Group. The Vice President, on behalf of the Council and with the recommendation of the Working Group, makes new appointments and appoints the co-chairs.

The Working Group may also include one early-career member, whom the Vice President appoints for a one-year term in accordance with the protocols for the early-career member volunteer program.

Up to two ex officio members may participate in the Working Group, including at least one SAA staff liaison. The Dictionary Working Group and the Publications Board should share the same SAA staff liaison to facilitate any coordination needed between the two groups.

III. Additional Contributors:

Occasionally, the Working Group will call for additional subject matter experts to assist with projects, such as data entry or defining specialized terms from the archival lexicon. The Working Group will select contributors who reflect a diversity of archival institutions and functional expertise and the demographic and geographic breadth of the profession. These contributors will be recognized for their involvement but will not be considered appointed members of the Working Group. These contributors may be added to the SAA communication platform for the Working Group at the request of the co-chairs.

IV. Duties and Responsibilities:

The Working Group has the following duties and responsibilities:

• Develop and implement effective mechanisms and procedures for soliciting contributions of new content to the Dictionary.
• Evaluate existing and new Dictionary content for accuracy and consistency.
• Develop and implement effective mechanisms and procedures to ensure periodic review of and updates to Dictionary content as appropriate. 
• Maintain a reading program across the professional literature, which forms the basis for Dictionary content. Follow professional trends and monitor the usage of archival terminology.
• Provide education on the archival lexicon through various methods, such as the Word of the Week e-newsletter.
• Coordinate the selection and maintenance of a dictionary content management system in consultation with SAA staff.

V. Reporting:

The Working Group reports to the Council annually and upon request.

Adopted by the SAA Council: August 22, 2011
Revised: August 2012, January 2014, October 2024

Intellectual Property Working Group

The Working Group on Intellectual Property was created as a working group of the Council in May 2001. Intellectual property issues are complex and require a special expertise. They often require a very quick response, such as when SAA is asked to join litigation or respond to draft legislation. The Working Group's purpose is to make sure that timely expertise is readily available to the Council. The Working Group responds to requests for assistance from the Council, tracks intellectual property issues of concern to archivists, and drafts for Council approval responses or position papers as needed.

Working Group Size, Selection and Length of Term:

There is no fixed size to the Working Group. In response to requests from the Working Group, the Council adjusts membership according to the availability of expertise and the anticipated workload of the group. The Vice President, on behalf of the Council and with the recommendation of the Working Group, makes new appointments. There is no prohibition against a member of the Council serving on the Working Group.

In recognition that the type of expertise needed on the Working Group is in short supply in the Society, there is no set length of term for participation; members serve at the pleasure of the Council.

Duties and Responsibilities:

The Working Group has the following duties and responsibilities:

• Respond in a timely fashion to requests from the Council for background information and recommendations on matters relating to intellectual property.
• In order to be able to respond in a knowledgeable manner, track intellectual property issues that could be of concern to archivists.
• Prepare drafts for Council approval of possible position papers, statements, and other documents relating to intellectual property.
• Contribute to the further education of SAA members and staff in intellectual property matters.
• Bring to the attention of the Council possible areas of fruitful collaboration with other organizations that are interested in intellectual property and, under Council direction or with its approval, cooperate with such organizations in furthering SAA's interests.

Reporting:

The Working Group works closely with its Council Liaison and the Executive Director in order to ensure that it is responsive to the needs of the Council. In certain cases, when time is of the essence, the Working Group communicates directly with the Executive Committee.

Adopted by the SAA Executive Committee: September 29, 2006

Podcast Working Group

The Podcast Working Group produces and publishes one season annually of Archives in Context, an open-access podcast exploring significant conversations around archival practice in SAA, the profession, and beyond.

I. Purpose:

The Working Group's purpose is to host via podcast dynamic and professional conversations with archivists contributing to the archival literature, to SAA and the profession, and public access and awareness of archives. 

II. Working Group Selection, Size, and Length of Term

The Working Group consists of ten members. Working Group members serve staggered two-year terms with the possibility of reappointment. The Vice President, or project coordinator, on behalf of the Council and with the recommendation of the Working Group, makes new appointments and appoints the chair. 

III. Duties and Responsibilities:

The Working Group has the following duties and responsibilities:

• Plan an annual season, ranging from 6 to 9 episodes, and set an editorial calendar that aligns with SAA’s Strategic Goals and promotes to some extent the work of SAA and its members.
• Schedule and interview guest speakers, review and edit drafts of episodes, publish episodes to podcast platforms, and maintain the podcast’s website as needed.
• Periodically review and update workflows as appropriate and meet on a regular basis to ensure timely delivery and support of episodes. 

IV. Reporting:

The Working Group reports to the Council annually and upon request.  

Section Health Assessment Working Group

Annual Meeting Audio and Video Recording Policy

The following are criteria considered for the selection of annual meeting sessions to be taped. These criteria are applied by the Executive Director in consultation with the Program Committee:

1. Session Attendance: The higher the projected attendance, the more likely the session content will be in demand and therefore recorded. Anticipated attendance is projected by the Program Committee and staff based on past experience and is measured through the Annual Meeting attendance sheets. 
2. Session Topic: The broader the topic appeal the more likely it contains widespread appeal and therefore will be recorded.
3. Special Session: The presentation by a prominent speaker and/or of a special topic.
4. Accommodate Attendees with Disabilities: The recording of sessions by attendees with disabilities is considered to be a reasonable accommodation. A session presenter makes oral presentations in various formats and for attendees who find it difficult to handwrite notes or make notations in a personal laptop computer, recording of oral or visual presentations is an allowable reasonable alternative.
5. Presenter Permission: All sessions for which unanimous presenter permission exists will be recorded. SAA will present notices to all session chairs and speakers stating that their participation in the session implies consent to be recorded.  The notice will contain an “opt-out” form with which any chair or presenter can notify SAA that s/he does not wish to be recorded.  SAA will not record any chair or presenter who has opted out.

Approved by the Council: June 14, 1996
Revised: February 2008; May 2016

Childcare Services for Registrants at SAA Annual Meetings

*The policy for childcare services for registrants at the SAA Annual Meeting is currently under review.

Upon request, SAA will put Annual Meeting registrants in contact with child care sevice providers. SAA will subsidize the cost for child care and will plan an appropriate amount in each year's Annual Meeting budget.

[For more information or to discuss support for child care, contact SAA Chief Executive Officer Jacqualine Price Osafo at jpriceosafo[at]archivists.org or 866-722-7858, ext. 212.]

The meeting registration material should clearly indicate that a small portion of each registration fee is used to cover the costs of childcare services, pursuant to actions of the 1984 business meeting and January 1985 and 1993 Council meetings.

Adopted by the Council: January 1993
Revised: February 2008; May 2024

Equal Opportunity/Non-Discrimination Policy

The Society of American Archivists is a professional organization established to serve the educational and informational needs of its members. SAA promotes cooperation, research, standards, public awareness, and relations with allied professions and thereby advances the identification, preservation, and use of records of enduring value. Because discrimination and unequal treatment are inimical to the Society's goals, SAA hereby declares that discrimination on the grounds of age, color, political and religious beliefs, ability, family relationship, gender identity/expression, individual life style, marital status, national origin, race, religion, sex, sexual orientation, or veteran status is prohibited within the Society. SAA will vigorously pursue a policy of non-discrimination and equal opportunity through its programs, activities, services, operations, employment, and business contracts.

Adopted by the SAA Council in January 1992; updated February 2009; reviewed and reaffirmed in February 2010 and January 2011, 2012, and 2013; updated in May 2016, July 2019, May 2020. The Council agreed to review every three years this document, SAA's Statement on Diversity (January 2014), and SAA's Code of Conduct (July 2014). Last Reviewed: May 2020.

Guidelines and Procedures for SAA Fundraising and Grant Proposals

SAA members and groups often develop worthy initiatives which deserve, but due to limited financial resources cannot receive, Society funding. As a result, members may periodically wish to approach outside funding sources. On these occasions the Society will work closely and in a collaborative manner with membership to develop strong, well-constructed proposals for submission to granting agencies, foundations or corporate sponsors.

It is important to the success of the Society and the proposal that members, in turn, work closely with SAA leadership to secure appropriate financial and legal review of proposals. On some occasions a formal proposal may not be necessary, but members should always involve the Executive Director before initial approach to funders. To assist members, the SAA has established the following guidelines for formal grant submissions.

1. Please discuss ideas for grant proposals with the Executive Director early in the planning process, then submit a brief written summary to the Executive Director. Opening the dialogue early in the process will enable members to address any initial major concerns and will forestall any surprises. The summary should include but is not limited to the following:
   • how the proposed plan of work addresses and reflects the major goals of the strategic plan;
   • a brief description of the project purpose, scope, duration, expected outcomes;
   • potential funding sources and, if possible, names of contacts. Although the central office is unable to research potential funders, staff will be able to work with proposers and help direct efforts toward appropriate research sources;
   • a draft budget and budget summary, including fiscal duration, staff involvement, direct and indirect costs, post-project commitments, if any. The Executive Director will be happy to assist in developing the budget.
2. The Executive Director will work with proposers to address questions or considerations that may arise from the Executive Committee, Council, funding source, or central office. To insure that the proposal incorporates and reflects the full range of substantive knowledge within the Society, the Executive Director will consult with individuals with expertise in the field. Their review will help shape the proposal into the best form for pre-submission review by funding sources. Pre-submission review is common practice in fundraising and substantially increases the likelihood of the proposal's ultimate success.
3. After concluding the above set of consultations, members should then submit a draft of the full proposal and budget to the SAA office in both paper form and on a floppy disk.
4. Please note that before the grant can be submitted to the agency or corporate sponsor, the proposal will be reviewed by at least two Council members with knowledge of the technical or subject area of the grant. The Executive Committee will additionally review the proposal for its financial implications. Therefore, once the draft proposal is complete and submitted to SAA, members must schedule at least four weeks for internal review and revisions before the proposal can be submitted to the funding source.
5. Once these reviews and revisions are incorporated into the final draft, the Executive Director will submit the proposal on behalf of the Society to the granting agency, corporate sponsor, or foundation.

It is the Executive Director's responsibility to keep Council and officers fully informed about grant proposals in development, and will provide Council with a summary of these activities at the Spring and Fall meeting.

Adopted by SAA Council: June 1991
Revised: June 1994

Guidelines for Preparation of Briefing Papers on Proposed Constitution and Bylaws Amendments

Amendments to an organization’s constitution and bylaws have a significant potential to alter the organization’s strategic course. Informed decision making by an assembly is important in all matters, but particularly when considering revisions to charter documents. Therefore, Section 11 of SAA’s Bylaws charges the Executive Committee to “review and approve a briefing paper, prepared by the proposer(s) and/or by the Executive Director in accordance with Council guidelines, which shall be presented with the motion(s) at the business meeting or at a special meeting called by the Council.” The purpose of such briefing papers is to assist voting members in understanding the background, rationale, and ramifications of proposed amendments. Briefing papers should present a balanced view of the issue(s) under consideration.

GUIDELINES

Briefing papers on proposed constitutional and bylaws amendments will be attached as exhibits to a motion and will contain supplementary information that facilitates informed deliberation and decision-making.

Authors: The proposer(s) are encouraged to submit a draft briefing paper upon filing a motion with the Executive Director. The executive office will provide information and other assistance as needed, provided that the requisite number of eligible voting members, as specified in the Constitution, have signed on to the motion. If a briefing paper is not submitted or if the briefing paper is incomplete, the Executive Committee will charge the Executive Director to prepare one, in whole or in part. In doing so, the Executive Director will make reasonable efforts to solicit and incorporate input from the proposer(s), who will be entitled to review and submit comments to inform the Executive Committee’s review.

Content: The briefing paper should contain the following sections:

1. Motion: The main motion is the means by which a substantive proposal may be presented to the members for consideration and action. It should be concise, clear, and stated in the affirmative. In the case of constitutional and bylaws amendments, the motion typically is phrased, “THAT the SAA Constitution/Bylaws be amended as follows,” followed by the verbatim language of the revisions, marked with strikethroughs for deletions and underlining for additions.

2. Support Statement: A summary of the findings presented in the Discussion/Analysis section. The support statement briefly articulates the rationale for the motion. Generally the Support Statement “travels with” the adopted motion in minutes and elsewhere and serves to explain the rationale for the action taken.

3. Proposed By: The names of the proposer and seconder. In the case of an amendment proposed by a group of members, primary and secondary contacts should be identified to enable communication among the proposers, the Executive Committee, and the Executive Director. A complete list of petitioners may be attached as an appendix.

4. Background: A brief description of prior events and/or discussions that helps explain why the motion is being presented. What problem will it solve? What issue will it resolve?

5. Discussion/Analysis: A detailed discussion/analysis that presents a fair and balanced review of the “pros” and “cons” of adoption of the motion. If applicable, some or all of the following questions should be addressed:

a. Is the proposal consistent with SAA’s strategic objectives, as articulated in Article II of the Constitution?
b. Is the proposal consistent with SAA’s legal and financial interests?
c. Does the proposal benefit SAA’s members as a whole?
d. Does the proposal correct an error or omission or add clarification to existing policies?

Criteria for Review: The Executive Committee will assess the briefing paper on its clarity and capacity to inform voter deliberation and will provide feedback to the proposer and/or Executive Director.

Approved by the SAA Council: January 2012.
Revised: May 2016 

Guidelines for Preparing a Diversity Statement

The SAA Council requires a diversity statement as part of the application process for elected positions and certain appointed positions (Executive Director, American Archivist Editor, and Publications Editor) as this helps SAA, its leaders, and its members to elect or appoint candidates who are best positioned to promote diversity, equity, and inclusion in SAA, the profession, and beyond. It also encourages candidates and applicants to articulate the diversity they bring to their respective positions. Applicants should use the guidelines below to craft their diversity statement. 

General Guidelines

• A diversity statement: reflects on how one’s identity and experience contribute to diversity; demonstrates awareness of diversity, equity, and inclusion (DEI) issues and how to frame and approach them; and identifies specific DEI strategies relevant to the position they seek. It is highly recommended that the Diversity Statement incorporates answers, but are not limited, to the following questions:
  • What is your own definition of diversity, equity, and inclusion?
  • How have your own personal, academic, and professional experiences and expertise prepared you to advocate for inclusive, equitable practices?
  • Are you aware of your own implicit biases? How have you come to this realization and how do you continue to grow as an advocate for DEI?
  • How do you reflect DEI in your work? How will you model a trauma-informed and inclusive practice, and mentor others who will work with you?
  • What are your specific plans and strategies for using the position you are applying for to advance DEI within your SAA unit, SAA as a whole, and beyond the organization?

• The Diversity Statement should refer to existing SAA statements and policies, such as Core Values of Archivists, Code of Ethics for Archivists, Code of Conduct, Equal Opportunity/Non-Discrimination Policy, SAA Statement on Diversity, Equity, and Inclusion, and the current SAA Strategic Plan. 

Position-Specific Guidelines

1. Those individuals who are elected by the membership to serve, such as President, Vice President/President-Elect, Council members, and Nominating Committee members, are required to include a 400-word (maximum) Diversity Statement as part of the Candidate Statement. The Diversity Statement must be distinct and separate from the candidate’s Biographical Statement and Response to Question Posed by the Nominating Committee. The Diversity Statement should be made available to all voting members of the Society.

2. Those applying for Council-appointed positions (such as Executive Director, American Archivist Editor, and Publications Editor) are required to submit an 800- to 1,000-word Diversity Statement as part of their application materials. The Diversity Statements of the candidates for these positions are available to those involved in the hiring or appointment decisions, subject to confidentiality and privacy considerations. The Executive Director may require diversity statements for applicants to other staff positions, as appropriate.

Approved by the SAA Council, January 2021. 

Guidelines for SAA Sections on Merging, Transitioning to a Discussion Group, and Sunsetting

Guidelines for Use of the SAA Logo

SAA component groups (i.e., boards, committees, subcommittees, task forces, working groups, sections, roundtables, and student chapters) are required to display the approved SAA logo on all materials pertaining to official SAA business, including newsletters, websites, social networks, posters, and other promotional materials. This should be accompanied by an appropriate disclaimer (below) regarding the responsibilities of SAA and other sponsoring institutions or organizations for the opinions and views expressed in the documents and/or events in question.

Disclaimer: Use of the SAA logo by an SAA component group does not necessarily imply SAA endorsement of the groups' statements, positions, or opinions.

Vendors, consultants, and for-profit commercial entities, including institutional members, may not use the SAA logo without obtaining prior written permission from SAA's Executive Director.

The Executive Office is responsible for the design and provision of the SAA logo.

Revised:  February 2010; May 2016

Investment Policy

Background

In 2001, the Society of American Archivists’ independent auditors pointed out the need for a formal investment policy. Both legally and ethically, the SAA Council must provide prudent oversight of the Society’s investments. This written investment policy is intended to address those concerns, and its existence will help protect SAA from liability should the Society’s investments be mismanaged. The guidelines provided in the initial investment policy included the following:

• Maintain adequate working funds to satisfy fluctuating needs for cash during the year;
• Provide access to funds to help cover a possible budget deficit in any given year;
• Provide for real growth of capital: cover inflation rate plus modest increase in capital;
• Preserve the principal; place an amount equivalent to any federal grant funds in insured funds; and
• Seek as high a level of current income as is prudent.

Preamble

The SAA Council is responsible for the fiduciary management of the Society. The following investment objectives and directions are to be judged and understood in light of that overall sense of stewardship.

Delegation

The SAA Council has delegated supervisory authority over its financial affairs to the Society's Finance Committee. Among its several tasks, the Finance Committee is responsible for reporting regularly to the Council on the status of SAA's investments. In carrying out its responsibilities, the Finance Committee and its agents will act in accordance with this Investment Policy and all applicable laws and regulations. The SAA Council reserves to itself the exclusive right to revise the Policy.

The SAA Council and its Finance Committee are authorized to retain one or more Financial Consultant(s) to assume the investment management of funds and assets owned or administered by SAA. In discharging this authority, the Finance Committee can act in the place of Council and may receive reports from, pay compensation to, and enter into agreements with such Financial Consultant(s). The Council may also grant exceptions to the Investment Policy when appropriate. The Finance Committee will maintain regular contact with teh Financial Consultant(s) and any investment brokers primarily through the Director of Finance and Administration, the Executive Director, or the Treasurer, all of whom are members of the Committee.

The SAA Council has established the Finance Committee to, among other responsibilities, provide oversight of SAA’s investment program, including reviewing specific quantified income needs that are adequate to cover projected fund expenses, investment administrative fees, management performance, a three-year review schedule for the SAA Investment Policy and program, and all other areas that are related and appropriate to SAA investments. The Finance Committee will receive copies of all periodic financial reports. (See Finance Committee.)

Objectives

The Society’s primary investment objective is to earn a positive total return on its investments that meets or exceeds the S&P 500. The computed total return considers dividends, interest, and realized and unrealized capital gains and it factors in capital losses and investment expenses. The Investment Policy and portfolio is reviewed by the Finance Committee and Financial Consultant(s) every three years to ensure its compliance with SAA's risk tolerance, liquidity needs, and investment objectives. This review cycle will begin in FY 2010.

Asset Mix

To accomplish the Society's investment objectives, the Financial Consultant(s) are authorized to utilize portfolios of equity securities (common stocks and convertible securities), fixed-income securities, and short-term (cash) investments. As a guide to accomplishing these objectives, the Financial Consultants shall remain within the following ranges:

Operating Expenses: SAA's operating funds will be managed for liquidity and preservation of principle. No more than 50% of SAA's operating funds are to be invested in fixed-income securities (such as U.S. and corporate funds or prime rate funds), with the remaining funds kept in cash and equivalents (such as money market funds and CDs).

Long-Term Investments: SAA's endowment and reserve funds (including the Awards Funds, Endowment Funds, Publications Funds and Deferred Income Fund) are to be managed with a longer time horizon in mind (between three to five years). Thus, 40% to 60% of these funds should be invested in equity securities (such as stocks or stock mutual funds), 25% to 50% should be invested in fixed-income securities or bond mutual funds, and 5% to 20% should be invested in cash and equivalents.

The Finance Committee can modify these ranges from time to time with the Council's approval. The actual investment targets shall be set within those limits by the Financial Consultant(s) in conjunction with SAA's designated financial officer.

Asset Standards

Common stocks: The Financial Consultant(s) responsible for managing the funds for SAA's endowed and reserve funds may invest in any unrestricted, publicly traded common stock that is listed on a major exchange or a national, over-the-counter market that is appropriate for the portfolio objectives, asset class, and/or investment style defined in this policy. This investment can be in the form of direct investment in the stock market, or indirect investment via mutual funds. Mutual funds should be considered where they offer additional portfolio diversification; lower purchase, maintenance, and sale costs; and good potential gain.

Convertible preferred stock and convertible bonds: The Financial Consultant(s) may use convertible preferred stocks and bonds as equity investments. The quality rating of convertible preferred stock and convertible bonds generally should be BBB or better (as rated by Standard & Poor's) or Baa or better (as rated by Moody's). The common stock into which both may be converted must satisfy the standard specified for common stocks.

Fixed-income securities: The quality rating of bonds and notes must be investment grade (BBB or better, as rated by Standard & Poor's or Moody's). Bonds and notes within a bond mutual fund must, on average, be investment grade (BBB or better, as rated by Standard & Poor's or Moody's). The portfolio may consist of only traditional principal and interest obligations (no derivatives) with maturities of seven years or less, or bond funds with average maturities of seven years or less.

Prime rate funds: Any investments in prime rate funds should include a 90-day liquidity.

Cash/cash equivalents: The quality rating of commercial paper must be A-1 (as rated by Standard & Poor's), P-1 (as rated by Moody's), or better. The assets of any money market mutual funds must comply with this standard and/or the quality provisions for fixed-income securities.

Asset Diversification

As a general policy, the Financial Consultant(s) will maintain a reasonable diversification at all times. The Financial Consultant(s) responsible for long-term investments may not allow the investments in the equity securities of any one company to exceed 5% of the portfolio nor the total securities position (debt and equity) in any one company to exceed 10% of the portfolio. The Financial Consultant(s) shall also maintain reasonable sector allocations and diversification. In that regard, no more than 25% of the entire portfolio may be invested in the securities of any one sector.

Custody and Securities Brokerage

The Finance Committee will establish such custodial and brokerage relationships as are necessary for the efficient management of the Society's funds. Whenever the Finance Committee has not designated a brokerage relationship, then the Financial Consultants shall execute transactions wherever they can obtain best price and execution.

Transactions

All purchases of securities will be for cash and there will be no margin transactions, short selling, or commodity transactions.

Reporting Requirements

Monthly: The Financial Consultant(s) will provide the Finance Committee with a monthly written statement containing all pertinent transaction details for SAA's investment portfolio, including:

• The name and quantity of each security purchased or sold, with the price and transaction date;
• An analysis for each security of its description, percentage of total portfolio, purchase date, quantity, average cost basis, current market value, unrealized gain or loss, and indicated annual income and yield (%) at market; and
• An analysis for the entire portfolio of the current asset allocation by investment category (equities, fixed-income securities, and cash reserves).

Periodically: The Financial Consultants shall provide the Finance Committee with detailed information about (1) asset allocation, (2) investment performance, (3) future investment strategies, and (4) any other matters of interest to the finance Committee.

Annually: The Financial Consultant(s) shall provide to the SAA Council an annual summary of all transactions in each fiscal year, together with a report of investment performance for the year and a "snapshot" listing of current investments.

Cash Flow Requirements

SAA will be responsible for advising the Financial Consultant(s) in a timely manner of the Society's cash distribution requirements from any managed account. The Financial Consultant(s) are responsible for providing adequate liquidity to meet SAA's cash flow requirements in accordance with Council's policy.

Adopted by the SAA Council: August 2002; revised August 10, 2009

Liquor Liability Policy

Due to stringent liquor liability laws, no SAA group may provide alcoholic beverages at a Society or group function unless it is served by a contracted facility or caterer that maintains liquor liability insurance. Failure to abide by this policy places SAA at great legal risk.

Approved by Council: June 14, 1996.

Operating Reserve Policy

I. PURPOSE

The purpose of this Operating Reserve Policy is to ensure that SAA builds and maintains an adequate level of unrestricted net assets to support the organization’s day-to-day operations in the event of unforeseen shortfalls. The reserve may also be used for one-time, nonrecurring expenses that will build long-term capacity, such as research and development, staff development, or investment in infrastructure. Operating reserves are not intended to replace a permanent loss of funds or eliminate an ongoing budget gap. SAA intends for the operating reserves to be used and replenished within a reasonable period of time. This Operating Reserve Policy will be implemented in conjunction with the other financial policies of the organization (see SAA Governance Manual, Appendix A. Current SAA Policies and Procedures), and is intended to support the goals and strategies outlined in those related policies and in strategic and operational plans.

II. DEFINITIONS AND GOALS

SAA’s reserves will be held in two discreet funds: 1) the Operating Reserve Fund and 2) the Projects Fund. Both will be funded by retained earnings from SAA operations.

The Operating Reserve Fund is established to provide sufficient funds to maintain ongoing operations and programs for a period of six months. The target minimum to be held in this reserve fund is equal to a rolling six-month average of recurring operating costs for the immediate prior period in which the SAA annual meeting occurred.

The Projects Fund may be used to fund specific strategic or organizational goals, beyond what might be considered “ongoing operations.” (This fund serves a purpose much like the Technology Fund, which was established in 2001 and superseded by this Projects Fund.) This fund will not be subject to a target minimum.

III. ACCOUNTING FOR RESERVES

 The Operating Reserve Fund and the Projects Fund will be recorded in the accounting and financial statements as Council-designated funds. Both will be funded by and available in cash or cash equivalents and/or conservative long-term bond investments. Operating and Projects reserves will be commingled with the general cash and investment accounts of the organization.

IV. FUNDING OF RESERVES

 The Operating Reserve Fund and the Projects Fund will be funded with surplus unrestricted operating funds. The SAA Council may, from time to time, direct that a specific source of revenue be set aside for either fund. Examples may include one-time gifts or bequests, special grants, or special appeals.

V. AUTHORITY TO USE THE OPERATING RESERVE FUND

The Executive Director and Director of Finance/Administration will identify the need for access to the Operating Reserve Fund, confirm that the use is consistent with the purpose of the reserves as described in this Operating Reserve Policy, notify the Finance Committee, and make a recommendation for approval to the Executive Committee. Determination of need requires analysis of 1) the sufficiency of the current level of reserve funds, 2) the availability of any other sources of funds before using reserves, and 3) the time period during which the funds will be required and replenished. Should the Executive Committee determine that replenishment would likely take more than twelve months from the date of notification, it will seek approval from the full Council.

Upon funding approval, authority to implement use of the Operating Reserve Fund is delegated to the Executive Director and the Director of Finance/Administration in consultation with the Treasurer and the Finance Committee. Disbursement of Operating Reserve Fund reserves will be reported to the SAA Council at its next scheduled meeting, with a description of the rationale for the use of funds and plans for replenishing the Operating Reserve Fund to the target minimum amount (or other such level as determined by the SAA Council).

The Operating Reserve Fund will be reviewed annually by the Finance Committee and target levels adjusted as internal and external changes require.

VI. AUTHORITY TO USE THE PROJECTS FUND

The SAA Council will identify the need for access to the Projects Fund and confirm that the use is consistent with the purpose of the reserves as described in this Operating Reserve Policy. Authorization for the use of funds from the Projects Fund will require a Council resolution identifying the purpose and duration of the financial support and its relation to the SAA Strategic Plan.

Authority to implement use of the Projects Fund is delegated to the Executive Director and the Director of Finance/Administration in consultation with the Treasurer and the Finance Committee, as appropriate. Use of the Projects Fund will be reported to the Finance Committee and the Council according to the routine financial reporting schedule.

VII. REPORTING AND MONITORING

The Executive Director and Director of Finance/Administration are responsible for ensuring that the Operating Reserve Fund and the Projects Fund are maintained and used only as described in this Policy. The Executive Director and Director of Finance/Administration will maintain records of the use of funds and the plan for replenishment, and will provide regular reports to the Finance Committee and the Council.

Each year, the Executive Director and Director of Finance/Administration will discuss with the Finance Committee and the Council what additional risk factors might be considered for the organization, the impact of budgeting on operating reserve levels, and any requirements with funders.

VIII. REVIEW OF POLICY

This Policy will be reviewed by the Finance Committee every year, or sooner if warranted by internal or external events or changes. Changes to the Policy will be recommended by the Finance Committee to the SAA Council. This policy, upon every revision hereof, must be distributed by the Director of Finance/Administration to the following: the SAA Council, the SAA Foundation Board of Directors, SAA staff directors, and SAA’s audit partner.

Approved by the SAA Council, October 2019. 

Policies Regarding Function Space and SAA Staff Support for Groups that Meet at the SAA Annual Meeting

Policies That Apply to SAA’s Constituent Bodies:  Sections, Roundtables, Committees, Boards, Task Forces, Representatives

A.  Regular Meetings

Shared or dedicated space (see Section and Roundtable guidelines for details of how space is allocated) for the regular annual meetings of these groups is provided by SAA in or near the conference facility.  This space and time is assigned by the SAA staff according to the general schedule of the conference and information received in response to a call for meeting space requests.

The meetings are listed in the Annual Meeting program.

Room set-ups are arranged by the SAA staff.

Hotel contracts invariably require that all food and beverages consumed in meeting room space must be provided by the hotel.  To do otherwise places the Society in violation of its contract.  SAA does not pay for food or beverage breaks for these group meetings.

Should an SAA body want food service or a coffee break in its meeting, the group should request funding in advance according to the procedure and deadline specified in Sections IX and X of the Governance Manual.

B.  Office Hours in the Exhibit Hall

SAA offers booth space in the Exhibit Hall for “Office Hours” for constituent groups that wish to meet with meeting attendees.

The Society arranges for the set up and pays for any decorator fees and booth fees assessed by the conference facility.

Space and time slots are filled as available on a first-come, first-served basis, as requests are received in the SAA office.

C.  Any Other Function or Activity

The Society is legally and financially responsible for the activities of its constituent bodies.  Any SAA group that wishes to hold a function other than its regular meeting and Office Hours is governed by the following:

• Because Annual Meetings are scheduled far in advance, requests submitted less than six months before the anticipated event may not be able to be considered.
• Requests for additional meeting room space will be considered on a first-come, first-served basis after all other requirements for space have been fulfilled and before the date specified in the hotel contract for release of unassigned space.
• All activities of SAA bodies, whether in the conference facility or off-site, will be fully announced in the Annual Meeting Program.
• All functions of SAA bodies at the Annual Meeting are open to all meeting registrants.
• For food functions (such as receptions and meals) the SAA office will enter into all contractual agreements and price the function to cover expenses. Tickets will be sold as part of the meeting registration procedure.
• For functions held outside the conference facility site, the group desiring such a function will work through the SAA office. The SAA office will enter into all contractual agreements for sites, food, and transportation.  Functions will be priced to cover expenses.
• The SAA Council does not consider the solicitation of resources to support social events at the Annual Meeting to be a priority activity for SAA groups.  SAA groups will not enter into direct competition with the Society as a whole in soliciting funds or other resources.  SAA groups will follow guidelines regarding seeking outside resources and using the SAA name and logo. 

Policies That Apply to Regional, State, and Metropolitan Archival Associations

A.  Office Hours

The Society offers a limited amount of booth space in the Exhibit Hall for “Office Hours” to regional, state, and metropolitan archival associations that wish to meet with meeting attendees.

The Society arranges for the set up and pays any decorator fees and booth fees assessed by the conference facility.

Space and time slots are filled as available on a first-come, first-served basis, as requests are received in the SAA office.

B.  Other Events

A number of associations traditionally hold social events in conjunction with SAA’s Annual Meeting.  SAA is not able to offer space to hold such events.

Upon request, the Society will note such events as “Other Events” in the final print and online program that is distributed to meeting registrants. 

Policies That Apply to Associations of Archivists Other Than Regional, State, or Metropolitan Associations

A. Complimentary Space

Some SAA Annual Meeting attendees are members of other associations of archivists that wish to use this occasion to hold their own gatherings.  Because of the demands on limited space, SAA is unable to offer complimentary space for meetings or social functions to anyone other than its own constituent bodies and grant-funding agencies or organizations.

B.  Events as Part of the SAA Annual Meeting

Groups that wish to hold a reception or meeting at the conference facility as part of the SAA Annual Meeting may be accommodated as follows:

• Because Annual Meetings are scheduled far in advance, requests submitted less than six months before the anticipated event may not be able to be considered.
• Requests for space will be considered on a first-come, first-served basis after all other requirements for space have been fulfilled and before the date specified in the hotel contract for release of unassigned space.
• All such functions will be planned through the SAA office, announced as part of the Annual Meeting, and be open to all meeting registrants.
• The SAA office will arrange for food and beverage service with the hotel and invoice the sponsor based on the actual final expense.

C.  Other Events

Other groups are free to make their own arrangements for activities or functions at their own expense.  Upon request, the Society will note such activities as “Other Events” in the final print and online program that is distributed to meeting registrants.

Policies That Apply to Agencies or Organizations That Offer Grant Funding to Archivists or Archival Repositories

A. Office Hours

The Society may offer a limited amount of complimentary booth space in the Exhibit Hall for “Office Hours” to grant-funding agencies.

Space and time slots are filled on a first-come, first-served basis as requests are received in the SAA office.

Such agencies or organizations may choose to secure a separate booth for the entire exhibit time by paying the non-profit rate for exhibitors.

B.  Space for Other Functions

Such agencies or organizations may request complimentary space in meeting rooms. Such requests will be honored on a first-come, first-served basis after all of SAA’s own requirements for meeting space have been fulfilled, provided that the requests are made no less that three months before the conference.

Hotel and convention center contracts invariably require that all food and beverages consumed in meeting room space must be provided by the hotel or conference center. To do otherwise places the Society in violation of its contract.  Should a grant-funding agency wish to provide food or beverage service, the SAA office will provide menus and ordering information.  The organization will be billed directly by the hotel or convention center.

Annual Meeting Firms or Organizations That Provide Goods and Services for Fees or Sale

Such groups are welcome to meet with conference attendees by becoming exhibitors and paying the appropriate rates.

Any other functions that such groups wish to hold will be arranged entirely by them at their own expense.  SAA does not publish listings for such events, although it will accept paid advertisements for inclusion in the Program.

Adopted by the SAA Council:  January 1992
Revised:  March 2007; May 2016

Policy for Removing a Non-Participating Member from a Council-Appointed Group

Non-participation by a member of a Council-appointed group (i.e., Boards, Committees, Task Forces, and Working Groups) is defined as missing two consecutive group and/or scheduled conference calls; not taking an active part in the work of the group; or not completing tasks within assigned deadlines.

As a first step, the Chair of a Council-appointed group should reach out to the non-participating individual to try to reach a constructive and collegial solution that will result in the member’s full participation.

If, after this first step, the chair of a Council-appointed group finds that a member is unwilling or unable to fulfill his or her obligations to the group, as described above, the chair may ask in writing for that member's voluntary resignation from the group.

The chair also will provide the SAA President and Executive Director with written notification of that action through the group’s Council liaison.

If there is no response to the call for resignation within one month of the date of the written communication, the chair of the group will notify the SAA President through the group’s Council liaison. The President will contact the member by telephone to notify the individual that she or he is about to be replaced on the group, but will allow the individual the opportunity to respond and explain the situation from her or his perspective. The President will then decide whether to remove the person from the group. If the individual is to be removed, the President will inform her or him of this action by letter, with a copy to the group chair. If deemed necessary, the Vice President/President-Elect will name a replacement to complete the group member's term.

In the case that the chair is unable or unwilling to fulfill his or her obligations, the SAA President will contact the chair to discuss replacement.

Adopted by the SAA Council: July 25, 2013
Revised: May 2016 

Records Retention Policy for SAA and SAA Foundation

Introduction: The SAA Archives and SAA’s Records Retention Policy (RRP)

Section VII of the Constitution of the Society of American Archivists [1] states:

"The records of the Society, of the Council, and other units of the Society shall be preserved by the officers, Councilors, the Executive Director, and unit chairs, and shall be promptly turned over by them to their successors. Noncurrent records shall be appraised by direction of the Council upon recommendation of the Society's archivist, those records of continuing value shall be placed for preservation in the Society's official archives, and the Council shall determine a policy of access to these records."

In 2001, the Society of American Archivists (SAA) designated the University of Wisconsin - Milwaukee (UWM) as its official archival home, and named the head of its Archives Department as SAA Archivist. SAA’s archives dating from the Society’s founding in 1936 are described in an online finding aid [2] and open to researchers in the UWM Archives’ reading room. Recognizing that a significant portion of SAA’s current records are now shared via the Society’s website, in 2014 the UWM Archives, with Council’s approval, initiated a web crawling program, still in its early experimental phase, to capture, preserve and provide access to SAA current born-digital permanent records.

SAA’s RRP provides a framework for ensuring the preservation and accessibility of core documentation of the work of the Society’s members, leaders, and staff. It communicates to SAA leaders and members how their records of enduring value will be captured and maintained either by the UWM or by the SAA Office. 

General Policy Statement for Records Retention

Scope: The RRP contains records schedules that identify official SAA records of permanent value and provides direction for their retention and disposition either by the SAA Office or by the SAA Archives. It also identifies non-permanent records that can be kept as long as administratively useful or legally necessary and then destroyed. It applies to records in the existing SAA Archives as well as to current records, and to SAA staff, elected and appointed leaders, component groups, and members.

Retention Period: The RRP in most cases deliberately avoids suggesting specific retention periods for temporary records, as SAA records creators are in the best position to determine how long to keep materials before discarding them. For records scheduled for permanent retention, the SAA Office staff and SAA leaders should work out the best arrangements in collaboration with both the designated records liaison in the SAA Office and the SAA Archivist.

Disposition: The RRP avoids identifying the manner in which records identified for permanent retention will be transferred to the SAA archives. Most permanent records will be harvested by UWM during an annual crawl of the SAA website. In other cases, transfer may be accomplished by shipment of physical records or delivery of electronic records to a file-sharing site, the details of which will be worked out between the SAA Archives and the designated records liaison in the SAA Office.

Revisions, Additions, and Review: The Council delegates to the Executive Committee ongoing authority to review and approve retention and disposition schedules for SAA records on behalf of the Council. Changes to this RRP--discussed by the appropriate SAA leaders, the designated records liaison in the SAA Office, and the SAA Archivist--may be recommended to and approved by the Executive Committee at any time. If ten years have passed from the most recent RRP revision date, or if a determination is made that the general policy statement contained in this RRP requires revision, the Executive Committee will initiate a review of the RRP, to be undertaken, at minimum, by the SAA Archivist, the SAA Office’s designated records liaison, and representative members of the Council.

Roles and Responsibilities

SAA Archivist: Develops records schedules in consultation with the records creators including staff, officers, and component group leaders; works primarily with the SAA Office’s designated records liaison. The responsibilities and authority of the SAA Archivist are defined in the 2001 agreement between SAA and UWM and include appraisal, processing, preservation and outreach.

Designated Records Liaison: A member of the SAA staff who serves as the point person for managing the records of the SAA Office, communicating with the SAA Archivist, referring questions to the Archives, and facilitating transfer of records to the SAA Archives as indicated by the records schedule.

Society of American Archivists Records Schedules (download all schedules below)

• Annual Meeting
• Council-Appointed Component Groups and External Representatives 
• Member-Affiliation Component Groups 
• Council, Executive Committee, Elected Officers and Nominating Committee 
• Education 
• Executive Director 
• Finance 
• General SAA Office 
• Member Services 
• Publications and Communications 

Society of American Archivists Foundation Schedule (download all schedules below)

• SAA Foundation General Records 

[1] http://www2.archivists.org/governance/handbook/section1/constitution

[2] http://digital.library.wisc.edu/1711.dl/wiarchives.uw-mil-uwmmss0172

Adopted by the SAA Council: May 2014

SAA Dataverse Collection Development Policy

Statement of Purpose

The Society of American Archivists (SAA) Dataverse is an SAA data service that was established to support the needs and interests of SAA’s members and the broader archives community. The SAA Dataverse supports the reuse of datasets for purposes of fostering knowledge, insights, and a deeper understanding of archival organizations, the status of archivists, and the impact of archives and archival work on the broader society. Deposited datasets should be “actionable” in that they should support direct analysis and interpretation. The SAA Dataverse welcomes deposits of collections of quantitative or qualitative data and associated documentation.

Guiding Principles and Collecting Focus

• The SAA Dataverse supports active data reuse and reevaluation on behalf of the archives community. 

• The SAA Dataverse will adhere to FAIR Guiding Principles for Scientific Data Management and Stewardship (Findable, Accessible, Interoperable, and Reusable).

• The SAA Dataverse systems, policies, and procedures align with standards for trustworthy digital repositories, providing long-term data archiving, bit-level preservation, and data sharing that foster analysis, reuse, and new interpretations.

• The scope of the data and associated documentation must have clear potential value to one or more of four designated communities:

1. Archives and records professions in North America
2. Society of American Archivists
3. Archival repositories
4. Individual professional archivists and archival scholars

The SAA Dataverse welcomes data created by the SAA community and allied organizations and individuals.

• SAA requires that SAA-sponsored data be submitted for deposit. This includes data gathered by the Council and component groups, work supported by SAA Foundation funding, and selected materials related to the SAA Research Forum.

• Archival repositories that gather data of interest and usefulness beyond the originating organization.

• Individual professional archivists and archival scholars who gather data of broad interest and value.

• Authors publishing research in American Archivist, a peer-reviewed journal published by the Society of American Archivists.

SAA will prioritize data identified by and solicited for deposit by CORDA in its role as developer and manager of the SAA Dataverse repository.

Submission Requirements and Data Formats

Datasets and associated documentation must conform to the SAA Dataverse Terms of Use and SAA Dataverse Data Deposit Form. [Link expected to be available in Spring 2021.]  Submissions will be reviewed by a designated review committee of SAA’s Committee on Research, Data, and Analysis (CORDA), and ingest will depend on adherence to the Guiding Principles and Collecting Focus. Review does not include assessment of methodology used.

Data should provide information about:

• Origins of the dataset;
• Methodologies for gathering, preparing, and analyzing the data;
• Any analyses or reports that are derived from the data, either published or unpublished. 

Associated documentation can take the form of:

• Tabular data (including Excel, CSV, R, Stata, SPSS, tab-delimited files);
• Image files (.jpg, .png. .tif);
• Geospatial files; and/or
• File types that are widely accepted, that can be converted, and that are non-proprietary/open source (PDF, etc).

All contextual information necessary to understand and use the data (such as readme files, checklists, etc) is a mandatory component of the dataset. The submitter must remove all personally identifiable information (PII). The submitter must supply metadata to the fullest extent possible at the time of ingestion.

Preservation:

The SAA Dataverse is hosted by the Odum Institute for Research in Social Science at the University of North Carolina at Chapel Hill, which is a trusted repository for research data, datasets, and associated research whose mission is to provide long-term data archiving and data sharing. The Odum Institute’s systems, policies, and procedures have been developed in alignment with standards for trustworthy digital repositories as outlined in ISO 14721 Reference Model for an Open Archival Information System (OAIS) and ISO 16363 Audit and Certification of Trustworthy Digital Repositories. Data is preserved at the bit-level. Deposited items will be retained for the lifetime of the SAA Dataverse.

Copyright and Intellectual Property Rights:

All datasets and supporting documentation must be granted for distribution in the SAA Dataverse. Uploaded materials must be made freely available via a Creative Commons license. Datasets and associated documentation may be deposited in repositories outside of the SAA Dataverse if permission and copyright allow. 

Deaccessioning:

Deaccessioning records from the SAA Dataverse should occur only if there is a legal or otherwise valid reason for the dataset to no longer be accessible to the public. If a record must be deaccessioned, a version of the dataset or the entire dataset may be deaccessioned. If a record was published for any amount of time, a “tombstone page” will remain for records or data that have been deaccessioned to indicate its removal. Submitters must work with CORDA to deaccession data or records.

Approved by the SAA Council, March 2021.

SAA Fundraising Policy

Requesting Funds from Within SAA

Money is allocated for Section/Roundtable activities through the regular SAA budget process. Sections/Roundtables are not authorized to spend any monies or commit any monies to be spent without specific authorization from the SAA Executive Committee through the budget process or through special approval. Funding from within SAA is requested through annual reports which should be submitted by Section/Roundtable chairs by December 31 of each year. The budget for the following fiscal year (July 1 - June 30) is approved by the Council in May. Throughout the year, special approval for funding from within SAA may be obtained by submitting a request in writing to the SAA Executive Director at least sixty (60) days prior to the next Council meeting.

Solicitation of Funds or In-Kind Contributions from Outside Sources

If a Section/Roundtable wishes to seek resources (whether in case or in-kind) from any source outside SAA, Executive Committee approval must be obtained in every instance before approaching the source or before the transaction takes place. When approaching outside sources, the Section/Roundtable should keep in mind that, according to legal counsel, "to the extent that any monies are deducted by donors on their taxes, they are presumably deductible as business deductions and not charitable deductions." This holds true unless that donation is made to a special project fund.

Sections/Roundtables, although within the SAA structure, are not empowered to take action in the name of SAA, or to request money in the name of SAA or of the Section/Roundtable itself, without specific authorization of the Executive Committee. Under no circumstance should a Section/Roundtable maintain a separate bank account. This firm rule is required to protect SAA and its members from potential legal complications.

Use of SAA Name, Logo and Auspices

The use of SAA’s name, logo, and auspices for publications, meetings, mailings, websites, social networks, electronic communications, and other activities is available only through specific provision of the Council and shall conform to Uniform Guidelines for Use of the SAA Logo. Sections/Roundtables, although they are within the SAA structure, are not empowered to take action in the name of SAA, or request money in the name of SAA or the Section/Roundtable itself, without specific prior authorization of the Council. This firm rule is required to protect SAA and its members from potential legal complications.

Approved by Council: June 14, 1996
Revised: February 2010

Uniform Guidelines for SAA Websites and Online Communications

Overview

The explosive and continuing growth of electronic communications technology presents SAA with the opportunity to better serve its members and to enhance collaboration between and among internal and external audiences.  SAA establishes these guidelines as a means to encourage the effective development, dissemination, and sharing of resources throughout the Society, to regularize the functions and operations of SAA's component groups, and to otherwise facilitate the efforts of member leaders.  These guidelines apply to the online information resources sponsored and/or maintained by the SAA office and to all websites, e-mail discussion lists, wikis, blogs, document sharing sites, and social networks sponsored and/or maintained by official SAA component groups.

Definitions

SAA network:  The entire collection of websites, e-mail discussion lists, wikis, blogs, document sharing sites, and social networks sponsored and/or maintained by the Society of American Archivists and its component groups.

SAA main website:  The collection of documents maintained by the SAA office residing on its Web server(s) at http://www.archivists.org (a.k.a. the "Extranet") and http://saa.archivists.org (a.k.a. the "Intranet").

SAA content management system (CMS):  The Web database application maintained by the SAA office and used to administer content published to http://www.archivists.org.

SAA list server:  The server application maintained by the SAA office, residing at http://forums.archivists.org, and hosting officially sponsored e-mail discussion lists.

SAA component group website:  A subdirectory of the main website for use by an official component group.

SAA auxiliary site:  An independently hosted website, e-mail discussion list, wiki, blog, document sharing utility, or social network containing content sponsored and/or maintained by teh SAA office or by an official component group.

Guidelines

A.  General Guidelines

Documents published by the SAA Council, by the SAA office, or by any SAA component group are official publications of the Society, whether they are posted to the main website, to a component group website, or to an auxiliary website. As such, these publications are subject to the records retention provisions outlined in Article VII of SAA’s Constitution. Individual comments regarding publications posted by members at large (and/or members of the public) to any portion of the SAA network do not necessarily represent the views and opinions of the Society and are not regarded as SAA publications.

The content of all pages on the SAA website shall be related to the functions and mission of the Society of American Archivists, namely to serve the education and information needs of our members and provide leadership to help ensure the identification, preservation, and use of the nation’s historic record.

The entire SAA network, as defined above, is subject to the SAA Code of Conduct.

B.  SAA Main Website

All documents published to SAA's main website are subject to the approval of the Executive Director.  All submissions and/or suggestions for additions to the SAA main website shall be forwarded for consideration to the Executive Director or the Executive Director's designated staff representative(s).

The Executive Director or designee is responsible for the overall design, coding, formatting, and maintenance of the contents of the SAA main website.  The Executive Director or designee should follow an appropriate style manual, such as the Chicago Manual of Style.

Links should be made from the main website to component group websites and to other professional associations of archivists or allied professions.  Links to external sites comprising directories of archival websites, non-SAA web publications of archival interest, and such also are desirable.  Links will not be made to websites describing individual archival repositories or their holdings.

SAA will maintain links to all auxiliary SAA student chapter websites.

C.  SAA Component Group Websites

A complete list of official component groups will be published by the SAA office on the main website. Each component group will also have a homepage on the main website containing key leadership information, including a statement of the group’s charge and/or purpose, goals and/or duties, group bylaws (if applicable), links to official rosters of the group’s leaders and/or members, a link to the group’s official e-mail discussion list, and a link to the component group website, if applicable.

The SAA office will provide all SAA boards, committees, sections, roundtables, and working groups with a component group website that may be administered by authorized group leaders via SAA’s content management system. Group leaders are responsible for updating information maintained on component group websites. Subcommittees and task forces may also request a component group website, provision of which will be subject to approval by the Executive Director and dependent on the group’s articulation of a clear statement of purpose for the site that is directly germane to the responsibilities and concerns of that group.

Content published to component group websites will follow an appropriate style manual, such as the Chicago Manual of Style. Key leadership information published to the main website should not be republished to component group websites. Personal contact information of members and member leaders, including e-mail addresses, may not be published to any site that is accessible to Web crawlers and/or spam harvesters.

Group leaders will have primary creative control over the design and content of their component group websites, provided that no website may conflict with the SAA main website or with SAA policies and practices relating to publication, privacy and confidentiality, and ethical conduct. Groups are strongly encouraged to utilize the main website theme (e.g., header, footer, site search utility, and navigation elements) in order to promote usability and effective document retrieval. Groups that elect to design and display a custom theme must display:

• The uniform SAA logo, in accordance with the policies articulated in the Guidelines for Use of the SAA Logo;
• A prominent link to the component group website and/or the main website;
• An appropriate disclaimer stating that SAA does not assume responsibility for the opinions and views published on the auxiliary site; and
• If necessary, an appropriate disclaimer stating that references to commercial interests (such as vendor listings or advertisements) does not imply any endorsement by SAA.

D.  E-mail Discussion Lists

The SAA office will provide all SAA boards, committees, sections, roundtables, and working groups with one or more e-mail discussion lists:

• Boards, committees, subcommittees, task forces, and working groups will be provided with a private list for use by active members of the component group, the Council liaison, and staff liaisons.
• Sections and roundtables will be provided with a private list for use by the section and roundtable officers/convener, steering committee members, Council liaison, and staff liaisons.
• Sections will be supplied with a dual-function announcement list and electronic discussion list. Section members will automatically be subscribed to the announcement function, which section leaders may use for broadcasting official news. Section members may voluntarily modify their list subscriptions to participate in open discussions with other members of the section. Section members may unsubscribe.
• Roundtables will be supplied with an electronic discussion list to which all roundtable members will automatically be subscribed upon joining the group. Roundtable members may unsubscribe.
• Active members of SAA boards, committees, subcommittees, task forces, working groups, section steering committees, and roundtable steering committees will automatically be subscribed to the SAA Leader List, a moderated announcement list used by the Executive Director to communicate leadership information to the component groups. Submissions are subject to the approval of the Executive Director.
• The SAA office will be responsible for managing list software, troubleshooting member subscriptions, and working with officers to maintain accurate subscription lists and policy compliance. As subscriptions to electronic lists will be one of several criteria for evaluating the effectiveness of sections and roundtables, SAA staff will report annually on the number of electronic list subscribers, including those subscribers to roundtable lists who are not members of SAA.

E. SAA Component Group Use of Social Media and External Websites (Auxiliary Sites) [Revised July 2012.]

SAA component groups may create accounts on social networks (such as Facebook and Twitter) and use social media tools (such as wikis, blogs and document-sharing sites). When considering establishing a new resource, component groups should be aware of the alternatives available to them and the associated roles and responsibilities.

SAA’s goals in establishing component group microsites within the Drupal content management system were as follows:

• To provide component groups with a standardized and easily maintained system that would ensure continuity of the record through leadership changes.
• To provide SAA members with a highly informative, easy-to-use, and comprehensive website for the Society as a whole.

SAA recognizes, however, that component groups may have needs that cannot be met within the Drupal microsite environment. When this is the case, a component group may make use of other social media tools to accomplish its communication objectives.

Component groups wishing to create or populate an external web resource (including a social media account) must adhere to the following guidelines:

1. Notify the group’s Council liaison of each social media account or external resource that it creates.
2. Have a clear understanding of the group’s purpose in establishing the resource and develop a plan for how the resource will be used and what types of material will be shared via the resource.
3. Maintain on the group’s SAA microsite active links to all such external resources used by the group.
4. On the microsite list of links to external social media and website resources, identify the active group member serving as the administrator of each account.
5. Ensure that access privileges (user accounts and passwords) are transferred to new leaders in a timely manner.
6. Be aware that SAA staff cannot provide support (such as maintenance, training, permissions, or archiving) for resources published on a third-party server.
7. Maintain key governance information (such as bylaws and minutes) on the group’s SAA microsite where it can be maintained and preserved by SAA.
8. Be aware that content published on external sites or using social media accounts may be subject to the records retention provisions outlined in Article VII of the SAA Constitution.
9. Display on external sites a prominent link to the component group’s SAA microsite.
10. Display on external sites an appropriate disclaimer stating that SAA does not assume responsibility for the opinions and views published on the external site or social media account.

Component groups must display the uniform logo on all social media sites and external websites, in accordance with the policies articulated in Guidelines for Use of the SAA Logo.

These guidelines apply to both new and existing social media accounts and external websites. Component groups should review all existing accounts and websites and discuss them with their Council liaisons to ensure that they comply with these guidelines.

Adopted by the SAA Council:  June 8, 1997; Revised:  March 2007, February 2010, July 2012, July 2014; May 2016