Section VII: Committees and Boards

A. Purpose 1

  1. The SAA Council establishes standing committees and boards to provide ongoing oversight and guidance on, and perform specified tasks related to, functional areas of importance to the Society’s programs and members.
  2. The Council approves descriptions for each SAA committee and board stating its purpose, reporting procedures, and duties and responsibilities, and including specific information about its selection, size, length of terms, and meetings. The descriptions are intended to ensure that the purpose and goals of each committee and board are clear and to promote continuity and consistency in the Society's work. Each committee and board uses the description as a source of guidance for its activities.
  3. The copy of record of these descriptions for each committee and board is maintained on the SAA website. Committees and boards work through their Council liaison to recommend any needed revisions to these descriptions.

B. Membership

  1. Appointments to standing committees and boards generally are made by the vice president / president-elect in the months preceding the SAA Annual Meeting and take effect at the close of the Annual Meeting. Membership on committees and boards is open to all SAA members. Further details on appointments are specified on the SAA website for a specific committee or board.
  2. Unless otherwise stated in the description on the SAA website for a specific committee or board, appointments are for three-year terms and may be renewed.
  3. To encourage participation in the work of a committee or board by those who seek to gain expertise in that area, interns may be appointed to committees and boards. Interns, who are appointed by the vice president / president-elect in consultation with the chair, serve as nonvoting members for a term of one year and are expected to attend the SAA Annual Meeting and assist in the work of the group throughout the year.
  4. The process for the removal of a non-participating committee or board member is specified in the Policy for Removing a Non-Participating Member from a Council-Appointed Group.

C. Consultation and Reporting

  1. Committees and boards work closely with their Council liaisons to ensure that they are responsive to the needs of the Society.
  2. Each committee or board, like all SAA groups, is required to present an annual report for review by the Council. The chair is responsible for coordinating the submission of an annual report. Budget requests must be submitted as part of the annual report, which must be filed with the SAA Executive Director within 90 days of the close of the annual meeting. Annual reports must use the Council Report Template. The annual report should be a brief summary of the group’s activities in the preceding year, and may raise issues or questions about which the group desires Council feedback.
  3. The chair is responsible for ensuring that minutes or reports of meetings are prepared if these are warranted. Minutes or reports should be posted on the committee’s or board’s SAA website to inform SAA members of its activities.

D. Meetings and External Resources

  1. Standing committees and boards meet at the Annual Meeting. The work of most committees is best facilitated if both incoming and outgoing members are invited to participate in this meeting. The chair prepares and distributes in advance an agenda for the meeting.
  2. The standard expectation is that a committee’s or board’s work outside of the Annual Meeting will be done utilizing emails, conference calls (supported by the SAA office), and free tools. SAA support for in-person, mid-year meetings of committees and boards is severely restricted due to limited financial resources. Committee and board chairs should discuss requests for such funding with their Council liaisons and the executive director.
  3. If a committee or board wishes to seek resources (whether cash or in kind) from any source outside SAA, Executive Committee approval must be obtained in every instance before approaching the source. Proposals should be routed through the executive director and Council liaison, with sufficient time for consideration by the Executive Committee, which will respond within 30 days.

Adopted by the Council: January 1995
Revised: July 2013

 


1 The source for Sections VII.A and B. is the Bylaws of the Society of American Archivists, Bylaw 6.

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 him or her 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 (who serves as chair of the committee), the Council liaison to the Editorial Board, the chair of the Publications Board, a member of the Editorial Board selected by the President, 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.

C. Suggested Timeline:

  • January–May: Advertising of position.
  • May 15: Application deadline.
  • May 22–June 15: Search committee receives applications and begins review process to identify candidates who proceed to the next stage.
  • June 15–July 30: Search committee conducts phone interviews and/or in-person interviews with candidates, deliberates, and prepares report to the Council recommending a new Editor.
  • August: Search committee delivers its recommendation to the Council. The Council deliberates and either appoints the candidate recommended by the search committee or agrees on a process and timeline for further solicitation and review of candidates. Search committee chair notifies all candidates regarding decision.
  • September/October: Executive Director executes contract with Editor.
  • November/December: SAA office facilitates transition between incoming Editor and outgoing Editor.
  • January 1: New Editor officially assumes duties.

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 chair) appointed by the newly elected SAA vice president prior to the Annual Meeting at which s/he takes office. The committee chair and members serve for one year to assist in the appointment process. Membership should reflect the diverse groups represented within SAA.

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.

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 ten members (including a chair and vice 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. The chair of the Digital Archives Specialist Subcommittee and the SAA Education Director serve as an ex officio members of the committee.

The membership of the committee shall include a mix of archival educators and practicing archivists with expertise in on eor 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 spring 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. 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.

Digital Archives Specialist (DAS) Subcommittee

I. Purpose

The Digital Archives Specialist (DAS) Subcommittee is responsible for ensuring that the Digital Archives Specialist curriculum remains up-to-date.  Because the curriculum is likely to require frequent changes, the Subcommittee suggests and implements changes to the curriculum (including the examinations) as needed.  In addition, the Subcommittee is responsible for ensuring the currency of the core competencies for a DAS certificate, overseeing the learning outcomes to ensure that they support the core competencies, and supporting the development of new courses.

II. Committee Selection, Size, and Length of Terms

The Digital Archives Specialist (DAS) Subcommittee consists of eight members (including a chair) appointed by the SAA Vice President for staggered four-year terms. Each year, a vice chair will be appointed from among the upcoming second-year members and will serve as vice chair in the second year, as chair in the third year, and as past chair in the fourth year of her/his term. The subcommittee chair serves as an ex officio member of the Committee on Education. The SAA Education Director serves as an ex officio member of the subcommittee.

The membership of the subcommittee shall comprise a mix of practicing archivists with e-records/digital experience and or knowledge, teaching experience, technical skills, expertise covering the archival spectrum, and administrative or supervisory experience. Ideally, the subcommittee as a whole will reflect individual and institutional diversity. Members must have a DAS certificate to serve on the subcommittee.

Outgoing committee members will be granted a two-year grace period to allow adequate time for the necessary requirements to maintain and renew their DAS Certificate. Courses for which a committee member serves as a course shepherd (i.e. liaison) do not apply toward DAS Certificate renewal.

Members can expect to spend four to five hours per month on subcommittee work.

III. Reporting Procedures

The subcommittee reports to the Committee on Education, providing updates at each meeting and intermittently as appropriate. 

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

IV. Duties and Responsibilities

  • Assess and recommend changes to the DAS curriculum as needed.
  • Ensure the currency and relevance of the core competencies for a DAS certificate.
  • Oversee course learning outcomes to ensure that they support the core competencies.
  • Identify new topics for development.
  • Liaise with developers/instructors to ensure high-quality offerings.
  • Author the Comprehensive Examination and assure its integrity.

V. Meetings

When resources are available, the subcommittee meets up to two times each year and via monthly conference calls.

Approved by the SAA Council: May 2011
Revised: April 2012, January 2014, June 2016, February 2017, May 2017.

Graduate Archival Education (GAE) Subcommittee

I. Purpose

The Graduate Archival Education Subcommittee of the Committee on Education is charged with reviewing needs for graduate archival education, drafting and promulgating guidelines, and providing guidance to the Society in this area. The Subcommittee establishes its own agenda in conjunction with the Committee on Education, except as otherwise directed by the Council to perform specific tasks. Due to resource limitations, SAA and the GAE do not address accreditation issues.

II. Committee Selection, Size, and Length of Term

The subcommittee consists of six members (including a chair and vice chair) appointed by the SAA Vice President for staggered three-year terms. The vice chair is appointed by the SAA Vice President normally from among the subcommittee members serving in the second year of appointment. The vice chair assumes the chair in her or his third year on the subcommittee.

The membership of the subcommittee shall include five archival educators and a student or new professional, all selected with an eye to including expertise, perspective, and community input from around the profession. The chair may bring on ad hoc volunteers for expertise as required. The chair serves as a member of the Committee on Education and as a liaison to the Archival Educators Section.

III. Reporting Procedures

The subcommittee reports to the Committee on Education. The subcommittee chair or designee provides updates during Committee conference calls and attends the Committee’s in-person meetings. 

The subcommittee works closely with the Education Director, serving in an advisory capacity on education-related projects and programs operated out of the Executive Office.

IV. Duties and Responsibilities

The Graduate Archival Education Subcommittee is charged with reviewing needs for graduate archival education, drafting and promulgating guidelines, and providing guidance to the Society in this area. Duties and responsibilities include:

  • Regularly assess the Guidelines for a Graduate Program in Archival Studies (GPAS), publish appropriate revisions for member comment, and submit to the Standards Committee per the internal approval process;
  • Research existing programs in graduate archival education to create a comprehensive list;
  • Assist the Education Office with enhancing and maintaining the Directory of Archival Education based on the research;
  • Maintain contact with graduate archival education programs and other groups in related professions and organizations to explore opportunities for cooperative and mutually beneficial efforts;
  • Encourage communication about the role of continuing education in tandem with graduate programs, and communicate with SAA’s membership about the role of the Committee on Education in the world of graduate archival education;
  • Review and assess the full range of the profession's educational needs and the degree to which they are being met by existing educational opportunities, and make appropriate recommendations; and
  • Assist the Executive Office with issues relating to student chapters.

V. Meetings

The Graduate Archival Education Subcommittee meets via monthly conference calls and may conduct in-person meetings when a need is demonstrated and financial resources are available.

Approved by the SAA Council: November 2016.  

Committee on Ethics and Professional Conduct

I. Purpose

The Committee on Ethics and Professional Conduct addresses issues related to ethical and professional conduct within the archival profession. CEPC facilitates, as needed, the creation and promotion of education and outreach resources 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 Committee on Ethics and Professional Conduct consists of six members appointed by the SAA vice president for staggered three-year terms. In consultation with the senior co-chair, 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.

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 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 monitors the rise of new ethical and professional conduct issues due to societal, legal, or judicial and technological developments.
  4. The committee solicits or creates case studies 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.
  5. 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

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; and
  • Providing up-to-date and reliable basic facts and figures about archives and archivists.

II. Committee Selection, Size, and Length of Term

The Committee shall consist of a minimum of nine 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.

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;
  • 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 in the area of 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. 

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 five most recent past presidents of the Society and three Fellows who are elected by the Council at its winter meeting and who serve one-year terms. Past presidents, current members of the Council, and Society staff members are not eligible for election. The 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.

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

 

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 Roundtable
  • Latin American and Caribbean Cultural Heritage Archives Roundtable
  • Lesbian and Gay Archives Roundtable
  • Membership Committee
  • Native American Archives Roundtable
  • Women Archivists Roundtable and Women's Collections Roundtable (This is a joint seat appointed in consultation with both roundtable 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.

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

Program Committee

I. Purpose

The Program Committee selects, oversees, and reports on the education sessions for the Annual Meeting for which it is established. It maintains liaison with the SAA President, appropriate SAA staff, and the Host Committee.

II. Committee Selection, Size, and Length of Terms

  1. The chair is chosen by the Vice President/President-Elect for the Annual Meeting for which she/he will preside as president. The Vice President/President-Elect may choose to appoint co-chairs.
  2. The chair of the Program Committee serves for one annual program.
  3. The chair is chosen at least one year in advance of the program for which she/he is chair. The selection is announced via SAA's communication channels.
  4. The chair may recommend to the Vice President/President-Elect other members of the Program Committee, taking into consideration those individuals who have volunteered for the Committee in response to the Call for Volunteers. The Committee should be composed of ten to twelve members, excluding ex officio members. The selection should reflect a concern for balanced representation of the membership. Important factors include gender, race/ethnicity, geographic area, type of repository, and areas of membership activity. It is customary (but not required) for the Committee to include a member from the city in which the Annual Meeting will be held.
  5. The chair of the Program Committee for the following year serves as an ex officio member of the current Program Committee to ensure continuity and experience. The SAA President, Executive Director, and appropriate staff liaisons also are ex officio members of the Committee.
  6. Because of the large amount of work that the Committee must accomplish within a short time, the chairperson, with the consent of the President, has the prerogative of removing (and replacing, as necessary) inactive members of the Committee.

III. Reporting Procedures

  1. The chair prepares articles for Archival Outlook (and other appropriate communication channels) as needed to describe the Program Committee's activities and the program itself. He or she also prepares an introduction for the published program.
  2. The chair submits two required reports to the SAA Council: 1) an interim report (at the Council's winter meeting) that provides an update on the status of the program, responds to the "Principles and Priorities for Continuously Improving the SAA Annual Meeting" (adopted by the Council in August 2013), and addresses suggestions embedded in the 2013 Annual Meeting Task Force Final Report, and 2) a final report (at the Council's August meeting) that addresses (at minimum) the extent to which the Committee incorporated appropriately diverse programming into the Annual Meeting experience. The second report concludes the Program Committee's "official" cycle of work. The Council also welcomes a formal or informal report after the Annual Meeting that may offer perspectives on the meeting that has just taken place. While not required, suggestions to enhance the deliberation process and the Annual Meeting experience are welcome in all reports. (Note: As of 2015, the reports have been submitted in May preceding the Annual Meeting and in November following the Annual Meeting to ensure that they are complete.)

IV. Duties and Responsibilities

  1. The chair ensures that each member of the Committee promptly receives a copy of the program guidelines and timetable of deadlines. Specific deadlines vary based on Annual Meeting dates but generally follow the timetable below, which assumes an August meeting. Program Committee work begins approximately 14 months before the Annual Meeting. (Note: As of 2015, this schedule has been altered to accommodate a mid- to late November proposal deadline and a January Program Committee meeting. Should this experimental schedule prove to be more effective going forward, the committee's description will be revised to reflect it.)
    • July: The Call for Proposals typically is available at least one month before the previous year's Annual Meeting (e.g., by July 1, 2013, for the 2014 Annual Meeting). The Call remains open for approximately three months.
    • August: The first in-person meeting occurs at the previous year's Annual Meeting.
    • October: Once the Call closes, individual Program Committee members review and rank each proposal received in preparation for discussion at the second in-person meeting.
    • November: Program Committee members meet in person to decide which proposals will be accepted (outright or pending revision).
    • November - January: Program Committee members and staff communicate with session proposers about the status of their sessions and possible revisions.
    • February: To aid in publicizing the conference schedule at least four months before the conference takes place, work on session descriptions begins six months before the Annual Meeting.
    • April: Publicizing of conference schedule begins four months before the Annual Meeting.
    • August: The third in-person meeting occurs at the beginning of the Annual Meeting, and Program Committee members shepherd their assigned sessions at the Annual Meeting.
  2. In consultation with the President and Executive Director, the Program Committee reaches decisions early in its term about such issues as:
    • Is there to be a program theme?
    • How many sessions and session tracks should be scheduled?
    • Should certain topics be emphasized?
    • What types of new or innovative session formats should be tried?

    In reaching its decisions on these questions, the Program Committee will follow the Council-adopted "Principles and Priorities for Continuously Improving the SAA Annual Meeting" (August 2013) and the recommendations of the 2011-2013 Annual Meeting Task Force in its final report to the Council (May 2013).

  3. To ensure the broadest possible participation in the meeting, individuals serving on the Program Committee may not participate on education sessions for that conference, and no individual may be included on more than one session proposal.
  4. The Program Committee solicits suggestions for sessions from the membership and appropriate internal and external groups (e.g., SAA component groups and regional and affiliate organizations) using the following methods:
    • Circulate copies of session proposal forms as widely as possible, including distribution at the preceding Annual Meeting and via SAA's various communication channels.
    • Contact all SAA component groups to encourage them to submit proposals.
    • Prepare articles for Archival Outlook and other appropriate communication channels.
    • Reach out to contacts in regional and other affiliated organizations to encourage submissions.
  5. The Program Committee reviews and evaluates session proposals submitted for consideration and determines what program sessions will be offered. To conduct this review, the Committee meets in the fall prior to the Annual Meeting for which it is responsible. Travel expenses for the meeting are funded by SAA. (Note: Beginning with the 2015 Annual Meeting, the Call for Proposals deadline has occurred in mid- to late November and the Committee has met in January.)
    • Before the fall Committee meeting, members receive all proposals and evaluate them based on an agreed-upon methodology established by the chair. Evaluations are submitted to the chair before the meeting so they can be summarized and analyzed. An assessment of session coverage based on program themes and subject areas is compiled for use at the in-person meeting.
    • At the in-person Committee meeting, proposed sessions are further evaluated for inclusion on the program. Committee members may refine the content of proposed sessions or combine proposals.
    • The Program Committee may develop additional sessions to supplement those submitted for its consideration.
  6. Program Committee members should be mindful of providing even coverage of subject areas that address diverse levels of professional experience, as well as appropriate representation among speakers in accordance with SAA's Statement on Diversity and Inclusion. The Committee should make an effort to enable newer members of the Society to participate fully on the program, thus avoiding an undue reliance on past speakers. Inclusion of nonmembers and non-archivists on Annual Meeting sessions is one way in which the Program Committee can assist attendees in gaining a fresh perspective from both the archives profession and affiliated professions. The Committee should make every effort to embrace a diversity of perspectives while ensuring that selected proposals are relevant to current and emerging trends in the profession.
  7. The Program Committee will consider only proposals directed to it.
  8. The Program Committee engages members in the proposal process by inviting SAA sections, committees, and working groups to provide endorsements of Annual Meeting program proposals. Endorsements by these groups are one factor among many that the Program Committee considers during the process of developing a balanced, diverse program. An endorsement by a group is not a guarantee that a proposal will be accepted. The following procedures (adopted by the Council in August 2005 and revised in August 2013) apply when component groups provide endorsements. (Note: Since 2013, and on a trial basis, endorsements by component groups have been suspended.)
    1. Proposers must submit proposals directly to the Program Committee to be considered. If a session proposer wishes to seek endorsement from one or more SAA component groups (section, committee, working group), the proposer should send additional copies of the proposal to the group. The “official copy” of the proposal is held by the Program Committee. Proposals that were not sent directly to the Program Committee by the proposer will not be considered.
    2. Groups may not endorse more than two program proposals. Endorsements should be sent directly to the Program Committee. Deadlines for endorsements occur slightly later than those for the proposal process. They are published on the SAA website.
    3. Group leaders must send their endorsements of a maximum of two proposals to the Program Committee chair by the published deadline. The Program Committee will not accept group endorsements from session proposers; endorsements must be sent by a representative of the endorsing SAA group (usually the chair). This communication may be as simple as a list of endorsed session proposals or may be a more detailed statement of why the group thinks that the session is of particular value to the broader Annual Meeting audience (because of the topics, speakers, or some other factor).
    4. The Program Committee will give appropriate weight to single and multiple groups’ endorsements when selecting proposals that support the meeting’s theme or the broader goal of providing a diverse program that meets the needs of members. Endorsement(s) of a session do(es) not, however, guarantee that the Committee will accept a proposal.
  9. The Program Committee chair ensures that all proposals are acknowledged and, with the assistance of staff, prepares written letters of communication to notify session proposers regarding the disposition of their proposals and requiring them to notify all other individuals listed on the proposal of the decision of the Program Committee.
  10. Each Program Committee member is assigned a group of sessions for which he/she serves as liaison throughout the Annual Meeting planning cycle. The Program Committee liaison assists session speakers and staff in communicating about plans and new developments and in successfully executing the session at the Annual Meeting.
  11. Program Committee members will direct to the SAA Executive Director any requests from session participants for complimentary registration.
  12. The Program Committee provides participants with guidelines for session formats.
  13. The Program Committee chair works with SAA staff to troubleshoot, make decisions about, and communicate any changes in the status of sessions or speaker rosters for all published versions of the Annual Meeting schedule.
  14. The Program Committee maintains communication with the Host Committee via the Program Committee electronic discussion list, SAA staff liaisons, and other appropriate methods.
  15. The chair appoints a member of the Program Committee to serve as chair of the Student Program Subcommittee, usually from among volunteering Program Committee members.
  16. The President may solicit ideas from the Program Committee for plenary speaker(s). Selection of the plenary speaker(s) is the President's responsibility.

 

Approved by the SAA Council: September 1988
Revised: August 2005, August 2013

Student Program Subcommittee

I. Purpose

The Student Program Subcommittee reviews and selects graduate student paper proposals and oversees selection and/or judging of student posters for the annual meeting for which it is established. The Student Program Subcommittee is also charged with formulating applicable policy recommendations, as necessary, for the effective management of graduate student paper and poster sessions.

II. Committee Selection, Size, and Length of Terms

  1. The subcommittee shall consist of five members.
  2. The subcommittee chair shall be a member of the Program Committee and is appointed by the Program Committee chair/co-chairs;
  3. One member shall be a representative of the Committee on Education, appointed by the chair of the Committee on Education;
  4. One member shall be a representative of the Archival Educators Section, appointed by the Archival Educators Section chair/co-chairs;
  5. The Subcommittee's immediate past chair shall serve as a member to ensure continuity; and
  6. One student member, who may also serve (if possible) as the chair for the upcoming Graduate Student Paper Session, shall be selected by the Subcommittee's immediate past chair from the previous Annual Meeting’s Graduate Student Paper Session speakers.

III. Reporting Procedures

The Student Program Subcommittee reports to the Program Committee chair/co-chairs.

IV. Duties and Responsibilities

  1. Once appointed, the chair solicits appointments from the chair of the Committe on Education and the chair/co-chairs of the Archival Educators Roundtable.
  2. The Subcommittee works with SAA staff to issue a call student paper proposals and student poster proposals.
  3. The Subcommittee reviews and selects proposals.

 

Approved by Council: January 2006
Revised: August 2008, January 2013

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 manuscripts, recommend 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. Identify titles published by other publishing outlets that should be acquired for distribution by SAA or promoted by SAA.
  5. 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.
  6. 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, and Director of Publishing 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 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.

Standards Development and Review

Responsibilities of the Standards Committee

A primary responsibility of the Standards Committee is to oversee the process of initiating, developing, reviewing, and approving all standards developed by the Society of American Archivists through its subgroups, as well as reviewing standards submitted by external groups to SAA for its endorsement.

The Standards Committee works with groups on standards and standards-related projects from the initiation of the proposal, through development or review, to submission of the standard to the SAA Council for final approval.

For additional information about Standards Committee procedures:

Standards

The SAA Standards Committee defines a “standard” to be an industry agreement that establishes qualities or practices that make possible sharing of information, development of common vocabularies and practices, and more effective interaction among archivists, librarians, records managers, information managers, preservation administrators, historians, and other allied professionals. SAA standards must be approved by the SAA Council and they are maintained and periodically reviewed by professionals in the community.

Standards of many types are now central to archival practice. This document will generally use the term “standards” to refer to all of these types, including standards used in automated information systems, in preservation management, and in other technical areas, as well as standards and guidelines relating to professional practice.

Standards can take many forms:

  • The most exacting are technical standards (e.g., Z39.50, the standard for intersystem data searching and retrieval) which, if applied correctly, can be expected to produce uniform and consistent results.
  • Conventions or rules are more flexible and can accommodate more variation in local practice (e.g., Describing Archives: A Content Standard [DACS]). They will produce similar, but not necessarily identical, results when applied consistently.
  • Guidelines provide models of preferred practices and/or serve as criteria against which to measure products or programs (e.g., Archival and Special Collections Facilities Guidelines for Archivists, Librarians, Architects, and Engineers).
  • Best practices are procedures and guidelines based on experience and research that demonstrate that they are optimal and efficient means to produce a desired result.¹ Best practices represent consensus on archival practice.

The Standards Committee will not be concerned with the creation and maintenance of thesauri.

Developing Standards within SAA

The Society of American Archivists recognizes the central importance of consensus to the development of standards. However, consensus on a specific standard may not always equate with unanimous and unqualified approval by all concerned, for in most cases this will be difficult to achieve.

The Standards Committee procedures for standards development within SAA mandate broad review of any proposed standard by all groups, both inside and outside of SAA, that have an interest in the standard. Important features of the review process are:

  • Establishment of the need for the standard through a formal "request for initiation of a standards project";
  • Publication of notices in appropriate SAA media about initiation and ongoing progress in standards development projects;
  • Publication and/or distribution of full texts of proposed standards by the SAA office; and
  • Formal invitations to representatives from outside organizations to participate in the development and/or review of drafts of proposed standards.

The Standards Committee is concerned both with the development of new standards and with the process of standards maintenance and review.

The best possible effort will be made to ensure that all reasonable opinions are considered in the development process and that most disputes are resolved before a document is deemed ready for the Council's consideration as an SAA standard.

Final adoption of a document as an SAA standard rests with the Council of the Society of American Archivists.

Once a standard is adopted, an ongoing technical subcommittee of the Standards Committee is assigned maintenance responsibilities to ensure that the document is promulgated widely, monitored in its application, and reviewed (and, if necessary, revised) on a regular schedule.

The Standards Committee has prepared detailed procedures for standards development and review.

SAA also plays an important role as a participant in work undertaken by other organizations that develop technical standards, such as the National Information Standards Organization (NISO) and the Association for Information and Image Management (AIIM).

For Information or Assistance

The Standards Committee is ready to assist any SAA subgroup or outside organization to devise a strategy for developing a new standard or for reviewing and/or revising an existing document so that it can be considered for formal adoption as an SAA standard. Please contact the co-chairs of the Standards Committee for further information. [Member Roster]

 

Approved by SAA Council: June 1995
Revised: February 2010, January 2012

 


¹ The Standards Committee has modified the best practice definition from: A Glossary of Archival and Records Terminology. Retrieved May 26, 2009, from: http://www.archivists.org/glossary/term_details.asp?DefinitionKey=1770

Procedures for Review and Approval of an SAA-Developed Standard

I. Submission of a Proposal for a Project to Create, Revise, or Review an SAA-Developed Standard

Proposals must be submitted by official groups within the SAA. Individuals interested in the development of a standard may consult with the Standards Committee about groups that are appropriate for submission of a standards proposal.

I.A. The proposing group shall:

Complete and submit the PROPOSAL FOR STANDARDS DEVELOPMENT form. The form shall include:

  • Name of sponsoring group and name of individual to contact;
  • Concise statement of identified need for standard;
  • Expected effect/impact on individuals and institutions;
  • Scope of coverage/application;
  • Anticipated format and content of the standard;
  • Known existing standards that are closely related to or affected by the proposed standard;
  • List of other SAA subgroups, outside organizations, and experts who will be consulted during the development or will be asked to review the standard before it is submitted for adoption by the SAA Council;
  • Time table for development process; and
  • Budgetary implications for SAA, including direct costs for meetings, travel, copying, and postage as well as indirect costs for SAA staff time.

I.B. The Standards Committee co-chairs shall:

I.B.1. Acknowledge receipt of the STANDARD PROPOSAL FORM to the proposing body and notify the Standards Committee of the proposal submission.

I.B.2. Distribute copies of the STANDARD PROPOSAL FORM to the other members of the Standards Committee, including the subgroup chairs and the SAA Council liaison. Subgroup chairs may distribute the proposal to their technical subcommittee or development and review team for comment.

I.B.3. Collect comments and suggestions from members of the Standards Committee and other subgroups to which the proposal was distributed.

I.B.4. If comments warrant further discussion, arrange for communications to determine if there is a consensus to endorse the proposal.

II. Standards Committee Action in Response to Proposal

The Standards Committee will take a formal vote in response to the proposal, and will take one of the following actions in response to a proposal, as appropriate:

II.A. Return for revision

The Standards Committee will return to the proposing group a STANDARD PROPOSAL FORM that is incomplete or that requires revision and request that it be revised and resubmitted.

II.B. Decline proposal

The Standards Committee may decline to recommend undertaking a standards project because

  1. A similar standard already exists;
  2. The proposed standard is in direct conflict with an SAA-adopted standard or policy;
  3. Another group is already working on a similar standard (in which case the Standards Committee will suggest that the two parties work together toward common ends);
  4. There is insufficient demand or potential benefit to SAA members to warrant the expense of its development;
  5. The proposed standard does not fall within the scope of the Standards Committee.

The Standards Committee will forward all declined proposals to the SAA Council along with the reason why the Standards Committee does not recommend the proposal. The proposing group may file an appeal with the SAA Council within 60 days of notification by the Committee.

II.C. Submit request for Council approval to undertake project

If the Standards Committee is satisfied with the proposal, it will be submitted with a recommendation by the Committee to the Council for final approval. The Standards Committee will send the STANDARD PROPOSAL FORM and any accompanying correspondence or other documentation to the SAA Council for approval to undertake the project.

If the SAA Council approves the project, the following actions shall occur:

II.C.I. Announcement of standards project.

The Standards Committee will publish a “Notice of Intention to Initiate a Standards Development Project” via all appropriate SAA media. This step is taken to notify the membership that a project will soon be under way and to solicit comments and participation from interested parties. Official project approval will be granted automatically 30 days after publication of the "Notice" unless the comments received by the Standards Committee co-chairs are such that the proposal warrants reconsideration, in which case the Committee will refer the proposal and comments back to the proposing group for review and response.

II.C.2. Make assignment to primary group for development.

For approved standards development projects, the Standards Committee co-chairs will prepare a draft charge for the development and review team and make recommendations for its membership. In most cases, the members of the proposing group will be included in the recommendation for membership of the development and review team. The charge must then be approved by the SAA Council before the SAA vice president / president-elect appoints the chair(s) and members of the development and review team. Once the standard is adopted, the team will be disbanded by the SAA Council and the Council will create a technical subcommittee to maintain and review the adopted standard (see V.C.I.).

III. Standards Development Process

In the course of developing a new standard, development and review teams shall complete the following actions:

III.A. Consultation with other SAA subgroups and external organizations

The development and review team will engage in extensive consultation with interested parties inside and outside of SAA that are essential to the development of standards, and must submit to the Standards Committee evidence that such consultation has taken place. The development and review team must address all written comments sent to the group and all comments made at an SAA open meeting. The Standards Committee will assist the development and review team in publicizing the project and identifying consultants.

Consultation should be pursued through several means, such as:

III.A.1. Letters sent at the beginning of the project to heads of organizations known to have an interest in the standard under development, inviting their comments and/or participation in the development process, as appropriate.

III.A.2. Publication of notices in the newsletters or on the websites of these organizations about the intention to develop the standard and, later, providing updates on the progress of the development project.

III.A.3. Publication of the draft standard in appropriate SAA media.

III.A.4. Publication of the draft standard in external publications and/or circulation of the draft standard to heads of interested organizations.

III.A.5. Circulation of the draft standard to groups and individuals, inside and outside of SAA, with particular interest or expertise in the topic, including posting on electronic networks.

III.A.6. Joint meetings with interested organizations to discuss common concerns. These meetings could occur at the outset of the project or after circulation of a draft standard.

III.A.7. Open forums or hearings at the SAA annual meeting.

III.B. Preparation of the package containing the final draft of the standard and supporting documentation

Once it has completed the consultation process and prepared the final draft of the standard, the development and review team will compile a package to forward to the Standards Committee for its review. This package will include:

III.B.1. Full text of the proposed standard.

III.B.2. Introductory narrative.

This section must include the scope of application, in particular:

  • The purpose or objective of the proposed standard and
  • The specific audiences, circumstances, or techniques to which it is directed.
  • It should also contain background and other supplementary information, as necessary, that can provide a context for understanding how the standard was developed and when and how it will be used, including
  • Brief history and methodology of its development,
  • Participants in the development process,
  • Relationship to predecessor documents,
  • Significant changes from earlier versions,
  • Glossary or definitions of terms, if necessary,
  • Illustrations or examples of how the standard can be applied, and
  • Bibliography, if necessary.

III.B.3. Documentation of the consultation process.

The development and review team must submit documentation that the consultation process has taken place and that a reasonable agreement has been reached on the contents and intent of the proposed standard. This evidence may take the form of:

  • Copies of correspondence from other organizations supporting the proposed standard;
  • Clippings from publications and/or websites that publicized the development project or published drafts of the standard;
  • Copies of correspondence discussing areas of dispute in the proposed standard;
  • In case of unresolved disputes, explanations from the group responsible for development of efforts made to accommodate the expressed concerns and/or justification for approving the standard in the absence of universal agreement.

III.B.4. Maintenance and review plan.

The development and review team must recommend a plan for maintenance and review of the standard it has developed. Standards developed by SAA will be assigned to a component group, such as a technical subcommittee, for necessary maintenance and review. Each will be either assigned to a review cycle of no more than 5 years, or approved for ongoing review. At the end of a set review cycle, the SAA Council will be asked by the Standards Committee to reaffirm, revise, or rescind the standard. The "Maintenance and Review Plan" will suggest the appropriate subgroup for assignment and type of review process. (See V.C. - V.E.)

III.C. Notice of abandoned project

In the event that the development and review team fails to reach general agreement on a draft standard or, for whatever reason, chooses to discontinue its work on the proposed standard, it shall notify the Standards Committee that it has abandoned the project. The Standards Committee shall publish a notice in appropriate SAA media that the project has been discontinued.

IV. Standards Committee Review of Draft Standard

Upon receiving the final draft package from the development and review team, the Standards Committee will take the following actions:

IV.A. Review package

The Standards Committee will review the package to ensure that it is complete and that adequate consultation and review have taken place. It may return the package to the development and review team if significant elements are missing.

IV.B. Notice of project completion/publication of revised draft standard

IV B.1. Notice of project completion.

When the final draft package is deemed complete, the Standards Committee will publish a notice in the appropriate SAA media announcing that the standards development project has been completed and the draft standard has been forwarded to the Council. (See IV.C.)

IV B.2. Publication of revised draft standard.

Based on the substance of the revisions, the potential breadth of impact, and any apparent remaining substantive conflicts on content, the Standards Committee may determine that the entire revised text should be published via an appropriate SAA medium in order to ensure the broadest possible participation in and awareness of the standards development process. The Standards Committee will accept written comments on the revised draft addressed to the Standards Committee co-chairs within 30 days of publication of the revised draft or notice of the availability of the revised draft.

If additional comments received after publication of the revision indicate widespread disagreement about the revised draft within the SAA membership, the Committee may determine that the draft should be referred back to the development and review team for response. Substantive changes to the draft standard as a result of these additional comments may require publication of a new "Notice of Completion" and notification or publication of a new revised draft.

The Standards Committee may determine that issues raised in the additional comments were already addressed adequately during the development and consultation process. The Standards Committee will then publish the notice of completion and forward the package to the SAA Council.

IV.C. Recommendation to the SAA Council

At the conclusion of the development process, the Standards Committee will send to the SAA Council a report on the process and a recommendation.

IV.C.1. Recommendation to consider adoption.

When the Standards Committee is satisfied that the development and consultation process has been completed satisfactorily it will, after publication of the notice, forward the package to the SAA Council with a recommendation that the Council consider adopting the draft document as an official standard of the Society of American Archivists.

IV.C.2. Report on "irreconcilable differences."

After reviewing all documentation, the Standards Committee may determine that disagreements raised represent substantive irreconcilable differences of views or professional positions. In this situation, the Standards Committee will forward the package to the SAA Council with an explanation of the remaining problems and, depending on the type of standard and breadth of impact, may or may not recommend that the Council consider adopting the draft as an official standard of the Society of American Archivists.

V. Promulgation, Maintenance, and Review of Adopted Standards

The Standards Committee shall ensure that the following actions are taken for each standard that is formally adopted by the SAA Council. Often the group that developed the standard will be actively involved in or have primary responsibility for these activities.

V.A. Publication of the standard

V.A.1. Full text in the SAA newsletter.

The preferred method of publication will be to publish the full text of the adopted standard in the Society’s newsletter and on the SAA website.

V.A.2. Notice of availability in newsletter.

Some standards may be too long to publish in the newsletter. For these, a notice of their approval and a summary of their contents will be published in the next SAA newsletter and/or on the SAA website, along with information about how to obtain a copy from the SAA website.

V.A.3. Added to Standards Portal webpage.

SAA staff will post all formally adopted standards on the Standards Portal webpage with the following information: 1) the name of the standard, 2) a description of the standard, 3) a link to the full text of the standard or a description of where the standard can be obtained, 4) the date on which the standard was adopted, 5) next review date of the standard, 6) information about how comments and feedback for revision can be submitted, and 7) any additional supporting documents or information.

V.B. Promotion of the standard

V.B.1. Notice to heads of allied professional organizations.

The SAA president and/or executive director will send a letter and copy of the adopted standard to all interested outside organizations to notify them of SAA's action. The Standards Committee will assist the group that developed the standard in drafting the letter and identifying which groups to contact.

V.B.2. Press release to editors of professional journals and newsletters.

The executive director will, in cooperation with the Standards Committee and development and review team, ensure that a press release is distributed to editors of allied professional journals and newsletters to announce the development and approval of the standard, providing its full text when possible.

V.B.3. Other publicity.

For standards of interest beyond professional circles, the executive director, Standards Committee, and development and review team will determine how best to publicize their approval. Working in concert with the Program and Education committees and the SAA staff, the Standards Committee will assist the subgroup in developing workshops, conference sessions, or public forums on the new standard.

V.C. Maintenance of the standard

Immediately upon adoption of an SAA standard, the following actions shall occur:

V.C.1. Technical subcommittee responsible for maintenance and review assigned.

As part of the approval process, the SAA Council will assign the standard to an ongoing SAA component group for maintenance and review. An SAA technical subcommittee may be established for this maintenance and review. The Standards Committee co-chairs will prepare a draft charge for the subcommittee and make recommendations for its membership. In most cases, the members of the development and review team who were actively involved in the development of the standards will be included in the recommendation for membership of the technical subcommittee. The charge must then be approved by the SAA Council before the vice president / president-elect appoints the chair(s) and members of the subcommittee.

V.C.2. Review cycle set.

All adopted SAA standards will be either assigned a review cycle of no more than five years, with a formal review commencing no later than three years following adoption or reaffirmation (section V.D.), or approved for ongoing review (section V.E.). However, in both situations, comments and revisions to the standard and proposals to revise adopted standards may be submitted at any time. At the end of an assigned review cycle, the SAA Council will be asked to reaffirm, agree to revise, or rescind the standard.

V.C.3. Monitoring and promulgating use begins.

The maintaining technical subcommittee will be responsible for promoting the proper and effective use of the standard and will regularly obtain comments and feedback on the standard for future review and revision.

V.D. Cyclical review of the standard

At least two years before the review cycle expires, the Standards Committee will notify the maintaining technical subcommittee that it should initiate a formal review of the content and use of the standard. The following actions shall be taken:

V.D.1. Review plan prepared.

In consultation with the Standards Committee, the technical subcommittee will prepare a plan that will ensure consensus using the same kinds of broadly based consultation and review that occurred when the standard was originally developed. The plan may include:

  • Other SAA subgroups and interested organizations outside of SAA that the technical subcommittee plans to consult;
  • Proposed joint meetings with some of these subgroups and/or organizations to discuss proposed revisions;
  • Proposed public hearings at the SAA Annual Meeting;
  • Proposed publications, websites, or other communication media via which comments and proposed revisions will be submitted and be made publicly available; and
  • Financial resources needed for review, such as travel or editorial support.

V.D.2. Standards Committee and SAA Council review plan.

The technical subcommittee will submit the plan to the Standards Committee, at which point the Standards Committee will decide whether the review process is adequate. If significant financial resources are required for review, the Standards Committee will forward the plan to the SAA Council with a recommendation for funding.

V.D.3. Recommendation to revise, reaffirm, or rescind the standard.

Once the review plan has been approved, the technical subcommittee will commence the formal review. When adequate consultation has taken place, the technical subcommittee will recommend one of the following:

Revise the standard: Revision will be necessary if substantial changes to the standard are required.

Reaffirm the standard: The technical subcommittee may decide that a standard does not need revision at this time if comments are relatively minor and the standard is still current and widely used. The technical subcommittee may also delay revision while awaiting the development or revision of another standard or project that may affect the standard under review.

Rescind the standard: The technical subcommittee may recommend rescinding the standard if the standard is no longer relevant or another standard has replaced it.

V.D.4. Recommendation to the SAA Council

The maintaining technical subcommittee will submit a package to the Standards Committee containing its recommendation to reaffirm, revise, or rescind the standard along with documentation about the review process (as in III.). If the technical subcommittee recommends revision, the technical subcommittee will also submit a completed proposal form (as in I.A.2.).

V.D.5. The Standards Committee will review the package to ensure that the review plan was adequate. Assuming that no procedural questions remain unresolved, it will forward the package to the Council with the recommendation to reaffirm, revise, or rescind.

V.D.6. The SAA Council votes on whether to reaffirm, revise, or rescind the standard.

If the Council votes to revise the standard, the technical subcommittee will continue the revision work. Once the revision has been completed, the technical subcommittee will follow the same process for submission and approval of a new standard, as outlined in sections III.B. and later.

If the Council reaffirms the standard, a new review cycle will be set, which may be shorter than five years. A new technical subcommittee may be appointed, if necessary. The technical subcommittee and the Standards Committee will inform all relevant parties that the standard has been reaffirmed and does not require revision at this time.

Should the Council vote to rescind the standard, the technical subcommittee and the Standards Committee will inform all relevant parties that the standard has been rescinded. The Standards Committee will then either remove the standard from the standards webpage or mark the standard as "rescinded."

V.D.7. Notice and publication of reaffirmed, revised, or rescinded standards.

An information dissemination process similar to that outlined under V.A. and V.B. for new standards will be followed to ensure broad awareness of SAA actions concerning reaffirmed, revised, and rescinded standards.

V.E. Ongoing review of the standard.

Proposed revisions to a standard approved for ongoing review are reviewed and addressed as they are received by the assigned technical subcommittee. Ongoing review is particularly conducive to standards that are electronically published and thus easy to update. In order to respond adequately and in a timely manner to proposals for change, the following actions should be taken:

V.E.1. Proposal for changes received.

Proposals may be submitted by SAA component groups (i.e., sections, roundtables, committees, task forces, or working groups), by interested external organizations (e.g., the Rare Books and Manuscripts Section), or may be generated by the technical subcommittee itself. Proposals should include:

  • Name of the sponsoring group;
  • Identification of the component of the standard to be changed;
  • Brief description of the proposed change, and justification;
  • Expected effect/impact on individuals, institutions, and supporting systems;
  • Known related standards affected by the proposed change.

All proposals should be submitted to the chair of the technical subcommittee responsible for the maintenance of the standard.

V.E.2. Technical subcommittee reviews proposals.

Upon receiving a proposal, the chair of the technical subcommittee shall:

  • Conduct a preliminary review of the document to ensure that it is complete. Incomplete proposals will be returned to the submitting body. If there are no problems with the document, the chair will acknowledge receipt to the proposing body.
  • Distribute copies of the proposal to the other members of the technical subcommittee for their review and comment.
  • Determine the extent to which the proposal should be distributed for public comment.

V.E.3. Consultation with other SAA subgroups and external organizations.

External groups, particularly those directly impacted by a proposal, must be consulted during the review process. This should include informing the Standards Committee co-chairs of the proposal submission. Consultation should be pursued through several means, which may include:

  • Publication of the proposal on the technical subcommittee's SAA microsite.
  • Letters sent to heads of organizations or organizations, or to individuals, inside and outside of SAA, known to have an interest in the standard under revision, inviting their comments on a particular proposal.
  • Publication of notices in the newsletters or on the websites of these organizations about the proposed change.
  • Publication of the proposal in appropriate SAA media.
  • Publication of the proposal in external publications.
  • Joint meetings with interested organizations to discuss the proposal.
  • Open forums or hearings at the SAA Annual Meeting.

V.E.4. Recommendation to revise the standard.

Based on comments received from the community, the technical subcommittee may either reject the proposal, or develop a recommendation for revisions to the standard. The draft revisions may be based on both the original proposal and amendments developed during the review process. Revision proposals should document changes in the standard in relation to the current text. Significant changes in the initial proposal by the technical subcommittee may require an additional period of consultation. The review and consultation process should be completed within six months of the submission of a proposal.

Once the draft revisions have been finalized, it should be forwarded to the Standards Committee together with documentation of the submission and consultation process.

V.E.5. Standards Committee review of recommended changes.

The Standards Committee will review the package to ensure that it is complete and that adequate consultation and review have taken place. It may return the package to the development and review team if significant elements are missing.

V.E.6. Recommendation to the SAA Council.

The Standards Committee will send to the SAA Council a report on the process and a recommendation. This may be either a recommendation to consider implementation of the draft revisions, or a recommendation against adoption. The decision to accept changes to official standards of the Society of American Archivists can only be made by the SAA Council.

When the draft revision documentation is deemed complete, the Standards Committee will publish a notice in the appropriate SAA media announcing that the draft revision has been forwarded to the Council.

V.E.6. Promulgation of revised standard.

If a draft revision is accepted by the SAA Council, the Standards Committee will publish a notice of the approval of the changes in the appropriate SAA media.

V.E.7. Major revisions or rescinding the standard.

In addition to managing proposals for revision, the technical subcommittee may also determine that the standard is no longer relevant or has been superseded, and may recommend that the standard be considered for major revisions or rescinded. The guidelines for cyclical review should be followed in developing such recommendations (see section V.D.).  The SAA Council may also establish a deadline for reviewing the applicability and maintenance of standards at their discretion.

VI. Council Fast-Track Procedures

In some cases the SAA Council may initiate, or encourage/approve a component group to initiate, the standards development process for best practices documents without seeking prior approval from the Standards Committee.  In these cases a subgroup of the Council functions as the standard development and review team and the standards approval process begins at step III as described above.

SAA Expert Groups (as identified by the Council) may also create best practice and/or guidelines as supports the mission of the Society and its members. In these cases the Expert Group functions as the standards development and review team and the standards approval process begins at Step III. 

Revised June 1995, February 2010, January 2012, August 2013, May 2014, July 2016

Procedures for SAA Endorsement of an External Standard

Proposals must be submitted by official groups within the SAA. Individuals who are interested in submitting a proposal for the endorsement of an external standard may consult with the Standards Committee on appropriate groups to which they may wish to submit a proposal.

I. Submission of a Proposal to Endorse an External Standard

I.A. The proposing group shall:

Complete and submit the PROPOSAL FOR ENDORSEMENT OF AN EXTERNAL STANDARD form. The form shall include:

  • Name of the standard;
  • Brief summary of the standard;
  • Sponsoring organization;
  • Location of the standard (website link, publication details, etc.);
  • Effect/impact of the standard on archival practice;
  • A discussion of how the standard is being used in the archives profession (Who is using it? How is it being used? Is it widely used?);
  • Review and revision procedures of the standard (Who reviews the standard? How often is the standard reviewed? Is the review process open?); and
  • Known existing standards that are closely related to or affected by the standard being proposed for endorsement.

I.B. The Standards Committee co-chairs shall:

I.B.1. Acknowledge receipt of the ENDORSEMENT PROPOSAL FORM to the proposing body and notify the Standards Committee of the proposal submission.

I.B.2. Distribute copies of the ENDORSEMENT PROPOSAL FORM to the other members of the Standards Committee, including the subgroup chairs and the SAA Council liaison. Subgroup chairs may distribute the proposal to their technical subcommittee or development and review team for comment.

I.B.3. Collect comments and suggestions from members of the Standards Committee and other subgroups to which the proposal was distributed.

I.B.4. If comments warrant further discussion, arrange for a discussion to determine whether there is a consensus to endorse the standard.

II. Standards Committee Action in Response to Proposal

The Standards Committee will take a formal vote in response to the proposal, and will take one of the following actions in response to a proposal, as appropriate:

II.A. Return for revision.

The Standards Committee will return to the submitting group a proposal form that is incomplete or that requires revision and request that it be revised and resubmitted.

II.B. Decline.

The Standards Committee may decline the endorsement of an external standard because: 1) the external standard is in direct conflict with an SAA-adopted standard or policy; 2) there is insufficient demand or potential benefit to SAA members; 3) the standard is not widely adopted or used in the archives field; or 4) the review process does not allow for SAA contribution or comment.

II.C. Endorse.

If the Standards Committee agrees that the external standard has benefit to the SAA community, it will recommend the standard to the SAA Council for endorsement. If the SAA Council endorses the standard, the Standards Committee will then take the following actions:

  1. Publish the full standard or link to the standard on the Standards Portal webpage along with the endorsement proposal.
  2. Notify the SAA community about the endorsement through appropriate SAA media.

 

Adopted by the SAA Council: February 2010, January 2012

Subcommittees of the Standards Committee

Technical Subcommittee on Archival Facilities Guidelines (TS-AFG)

I. Purpose

The Technical Subcommittee on Archival Facilities Guidelines (TS-AFG) of the SAA Standards Committee oversees the ongoing maintenance and development of Archives and Special Collections Facilities: Guidelines for Archivists, Librarians, Architects, and Engineers (“Facilities standard”), a standard adopted by SAA. The Technical Subcommittee also investigates the feasibility of expansion of the Facilities standard to a national standard and/or a multi-organizational standard.

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

TS-AFG shall be charged for five years, beginning August 2010, or until revisions to the Facilities standard are completed as described in the Procedures for Review and Approval of an SAA-Developed Standard. [TS-AFG's original length of term was extended to August 2016 by the SAA Executive Committee on July 27, 2015. The term was further extended to August 2018 by the SAA Council in November 2016.] After revision work is completed, if the Facilities standard continues to be an approved standard of SAA, the TS-AFG shall be re-charged for a subsequent review cycle.

The members and chair(s) of the TS-AFG shall be appointed for the length of time necessary to complete revisions to the Facilities standard, which shall not exceed five years.

The Technical Subcommittee shall be composed of five to eight individuals, including the chair(s), to be recommended by the Standards Committee for appointment by the Vice President. The chair(s) and at least four other member of the Subcommittee shall be a member of SAA with demonstrated experience in archival facility issues. However, the Technical Subcommittee may include one to three members from other professions who have significant knowledge of and experience with archival facilities.

Ex officio members of the TS-AFG shall include the following:

  • Co-chairs of the Standards Committee;
  • Liaison from Canadian Council of Archives (CCA).

III. Reporting Procedures:

The chair(s) of the TS-AFG shall report at least annually to the chair(s) of the SAA Standards Committee at the SAA Annual Meeting. If extramural funding is obtained by the SAA, the chair(s) shall provide all necessary narrative reports to the SAA office in order that reporting requirements of SAA and funding source are met.

IV. Duties and Responsibilities:

To fulfill its mission as described above, the TS-AFG is specifically charged to:

  • Carry out the maintenance and development of Archives and Special Collections Facilities: Guidelines for Archivists, Librarians, Architects, and Engineers, an SAA standard, in accordance with the schedules laid out by the charges and SAA’s Procedures for Review and Approval of an SAA-Developed Standard.
  • Investigate expansion of the Facilities standard to a national standard in conjunction with the American National Standards Institute. A report and recommendations will be submitted to the Standards Committee in 2013.
  • Investigate expansion of the Facilities standard to a multi-organizational standard in conjunction with Candian Council of Archives. A report and recommendations will be submitted to the Standards Committee in 2013.
  • Promote the understanding and use of Archives and Special Collections Facilities: Guidelines for Archivists, Librarians, Architects, and Engineers by the American and international archival community.
  • Support SAA’s educational efforts related to Archives and Special Collections Facilities: Guidelines for Archivists, Librarians, Architects, and Engineers.

V. Meetings:

The TS-AFG shall carry out its charges primarily via electronic mail, regular mail, and conference calls. It may meet at the SAA Annual Meeting and as necessary provided that SAA Council-approved funding is available.

 

Revised by the SAA Council: January 2011; December 2013; July 2015; November 2016.

Technical Subcommittee on Describing Archives: A Content Standard (TS-DACS)

I. Purpose

The Technical Subcommittee for Describing Archives: A Content Standard (TS-DACS) of the SAA Standards Committee is responsible for overseeing the timely and ongoing intellectual and technical maintenance and development of Describing Archives: A Content Standard (DACS). DACS is an output-neutral set of rules for describing archives, personal papers, and manuscript collections, and can be applied to all material types. DACS is compatible with ISAD(G): General International Standard Archival Description, 2nd ed. (International Council on Archives, 1999) and ISAAR(CPF): International Standard Archival Authority Records for Corporate Bodies, Persons and Families, 2nd ed. (International Council on Archives, 2003). DACS is an SAA-approved standard; documentation for DACS is available through the Society of American Archivists at http://www.archivists.org/governance/standards/dacs.asp .

II. Committee Selection, Size, and Length of Term

The technical subcommittee shall be composed of seven regular  members (as well as one or two chairs, depending on the needs of the technical subcommittee, at the perogative of the current chair(s)). All members shall be appointed by the SAA Vice President / President-Elect for staggered three-year terms so that a minimum of two individuals are appointed by the Vice President each year. All members must demonstrate significant knowledge of and experience with archival description generally, and with DACS specifically.

All members of TS-DACS shall be recommended by the Standards Committee for appointment by the SAA Vice President. The chair(s) will be selected from existing TS-DACS membership and appointed for a three year term. The chair(s)  and members of TS-DACS may be reappointed for one consecutive term.

Ex officio members of the Technical Subcommittee on DACS shall include the following if they are not regular members of the subcommittee:

  • Co-chairs of the Standards Committee;
  • Chair of the Description Section;
  • Society of American Archivists’ representative to Committee on Cataloging: Description and Access (CC:DA);
  • Society of American Archivists’ representative to the MARC Advisory Committee;
  • Society of American Archivists’ representative to International Council on Archives Experts Group on Archival Description (ICA-EGAD) [formerly International Council on Archives Committee on Best Practices and Standards].

III. Reporting Procedures

The chair(s) of the Technical Subcommittee on DACS shall report at least annually to the chair(s) of the SAA Standards Committee on the occasion of the SAA Annual Meeting. If extramural funding is obtained by SAA, the chair(s) shall provide all necessary narrative reports to the SAA office in order that the reporting requirements of SAA and the funding source are met.

IV. Duties and Responsibilities

To fulfill this mission, TS-DACS is specifically charged to:

  • Carry out a review of Describing Archives: A Content Standard on an ongoing basis.
  • Promote the understanding and use of DACS by the American archival community.
  • Support educational efforts related to DACS by SAA.
  • Develop members of the archives profession who are capable of promoting and maintaining DACS over time.
  • Communicate its activities to relevant SAA components.
  • Foster communication between other entities developing standards related to DACS.
  • Work to ensure that DACS is compatible with other national and international descriptive standards.

TS-DACS shall work within the guidelines for ongoing review of an SAA-adopted standard, and may develop more detailed procedures for meeting those requirements.

 VI. Meetings

TS-DACS shall carry out its charge primarily via electronic mail, regular mail, and conference calls. It shall meet at the SAA Annual Meeting and as necessary, provided that SAA Council-approved funding is available.

Approved by the SAA Council: February 2010
Revised: January 2011; August 2013; February 2017

Technical Subcommittee on Encoded Archival Standards (TS-EAS)

I. Purpose

The Technical Subcommittee for Encoded Archival Standards (TS-EAS) is responsible for the ongoing maintenance of EAD and EAC-CPF, including all schemas and related code, as well as the development of future companion standards, such as the proposed Encoded Archival Context for Functions. Its membership will be sufficient to encompass the necessary domain expertise for each standard and schema development, and will include broad international representation including SAA members and other professionals from the international archival community. The members of the committee will foster the thoughtful evolution of archival encoding standards on behalf of and in consultation with the global archival community and in close collaboration with the International Council on Archives Experts Group on Archival Description.

II. Committee Selection, Size, and Length of Term

The technical subcommittee shall be composed of between fifteen and twenty members (including two co-chairs) appointed by the SAA Vice President / President-Elect for staggered three-year terms so that a minimum of three individuals are appointed by the Vice President each year. The committee will reflect the international nature of the standards it develops, and will include balanced representation from its user communities.  A majority of the committee members will be members of SAA unless sufficient expertise is not available within the SAA membership, in which case the composition of the committee may be adjusted at the discretion of the Council. All members shall demonstrate significant knowledge of and experience with archival schemas generally, and with EAD and EAC-CPF specifically. The chairs and members of TS-EAS may be reappointed.

The Technical Subcommittee for Encoded Archival Standards co-chairs will be appointed by the SAA Vice President / President-Elect, and serve as the primary contact between TS-EAS, SAA, the Standards Committee, and other related organizations. At least one co-chair will be a member of SAA. 

Ex officio members of TS-EAS shall include the following if they are not regular members of the subcommittee:

  • Co-chairs of the Standards Committee;
  • Chair or co-chairs of the EAD Roundtable;
  • Representative from International Council on Archives Experts Group on Archival Description, Committee on Best Practices and Standards, or other groups as appropriate.
  • Representatives from institutions hosting technical documentation for standards maintained by TS-EAS (e.g., Library of Congress for EAD and the Staatsbibliotek zu Berlin for EAC-CPF).

III. Reporting Procedures

The co-chairs of TS-EAS shall report at least annually to the chairs of the SAA Standards Committee. They will coordinate meeting logistics at the SAA annual meeting and elsewhere, establish TS-EAS priorities and agendas, coordinate dissemination of news from TS-EAS, work with related SAA section and roundtable leaders, and oversee and support the work of various TS-EAS standard leads. If extramural funding is obtained by SAA, the co-chairs shall provide all necessary narrative reports to the SAA office in order that the reporting requirements of SAA and the funding source are met.

IV. Duties and Responsibilities

Within TS-EAS, a member will be designated by the co-chairs as the lead for each standard being maintained or developed. Each standard lead will be responsible, with the support of the co-chairs, for soliciting and compiling comments, logging bugs, leading discussion of proposed changes, articulating and justifying changes to the international community, and coordinating as necessary with other standard leads. There will also be a lead for schema design who will be responsible, with the support of the co-chairs, for coordinating work on schemas and related code and maintaining appropriate GitHub repositories.  The TS-EAS co-chairs will also designate a committee member to serve as a secretary, responsible for taking and distributing meeting minutes. 

Additional ad hoc subgroups within TS-EAS may be formed to address specific issues on a project basis (e.g., a tag library editorial team).

VI. Meetings

TS-EAS shall carry out its charge primarily via electronic mail, regular mail, and conference calls. It shall meet at the SAA annual meeting and as necessary with funding from SAA or from extramural sources (with prior approval by the SAA Council).

 

Approved by the SAA Council: November 2015

Technical Subcommittee on Guidelines for Reappraisal and Deaccessioning (TS-GRD)

I. Purpose

The Technical Subcommittee on Guidelines for Reappraisal and Deaccessioning (TS-GRD) of the SAA Standards Committee is responsible for overseeing the timely and ongoing maintenance and development of Guidelines for Reappraisal and Deaccessioning. These guidelines provide resources, recommended procedures, and other information for archivists who may be involved in reviewing their institutional holdings. Guidelines for Reappraisal and Deaccessioning is an SAA-approved standard and is available via the SAA Standards Portal (http://www2.archivists.org/standards/).

II. Committee Selection, Size, and Length of Term

The TS-GRD shall be charged for five years, beginning August 2012, with the charge expiring at the SAA Annual Meeting of the fifth year. After the charge is completed, if the Guidelines for Reappraisal and Deaccessioning continues to be an approved standard of SAA, the TS-GRD shall be re-charged for a subsequent review cycle. In May 2017, the Council extended the technical subcommittee for another 5-year review cycle, to be completed by August 2022.

The technical subcommittee shall be composed of three to six individuals, including the chair(s), to be recommended by the Standards Committee for appointment by the Vice President. All members shall demonstrate significant knowledge of and experience with archival appraisal. Members and chairs may be reappointed to the TS-GRD for consecutive review cycles, but at least one new SAA member must be appointed per review cycle.

Ex officio members of the Technical Subcommittee for Guidelines for Reappraisal and Deaccessioning shall include the following if they are not regular members of the Subcommittee:

  • Chair of the Standards Committee (or an appointed representative);
  • Chair of the Acquisitions and Appraisal Section.

III. Reporting Procedures

The chair(s) of the TS-GRD shall report at least annually to the chair(s) of the SAA Standards Committee on the occasion of the SAA Annual Meeting.  If extramural funding is obtained by SAA, the chair (or co-chairs) shall provide all necessary narrative reports to the SAA office in order that the reporting requirements of SAA and the funding source are met.

IV. Duties and Responsibilities

To fulfill this mission, the TS-GRD is specifically charged to:

  • Carry out the maintenance and development of Guidelines for Reappraisal and Deaccessioning, an SAA standard, in accordance with the schedule laid out by the charges and SAA's Procedures for Review and Approval of an SAA-Developed Standard.
  • Promote the understanding and use of Guidelines for Reappraisal and Deaccessioning by the archival community.
  • Support SAA’s educational efforts related to Guidelines for Reappraisal and Deaccessioning by SAA.

VI. Meetings

The TS-GRD shall carry out its charge primarily via electronic mail, regular mail, and conference calls. It shall meet at the SAA Annual Meeting and as necessary with funding from SAA or from extramural sources (with prior approval by the SAA Council.

Adopted by the SAA Council: May 23, 2012. Revised: May 2017.