Section X: Official Representatives to External Groups

Roster of SAA Representatives to External Groups

A. Purpose and Criteria for Representation

  1. As part of the effort to serve its members, the archival profession, and users and creators of archival records, the Society of American Archivists maintains formal communications with a wide variety of groups engaged in archival, library, curatorial, research, and other educational work. These formal ties play a critical role in enabling SAA to generate action, to determine policy and standards, to provide information and counsel on archival matters to related groups, and to keep abreast of developments in fields relevant to the archival community.
  2. The following criteria provide the rationale for SAA’s appointment of a formal representative to an external group:
    1. The external group’s mission must relate to SAA’s mission as stated in SAA’s governance, policy, and/or planning documents.
    2. The external group must be a government agency or a nonprofit organization.
    3. Representation on the group is not funded, unless specifically indicated in the Council-approved charge.
  3. The process for requesting a representative to an external group comprises the following:
    1. A formal request for representation must be made from either the external group or an SAA body. The request should use the Council Report Template and must include the following information formulated as a charge for the representative:
      • External group name.
      • External group mission.
      • Number of representatives and length of terms.
      • Duties of representatives,
      • Specific areas of expertise that representative(s) should have.
      • Reporting requirements to the external group. SAA reporting requirements are specified in this Governance Manual section.
      • Group mechanics (number of meetings, locations, etc.).
      • Relationship to standing SAA bodies, including the reporting relationship of the representative to Council or a specified Council-appointed group.
      • Group contact information.
    2. Requests for representation must include a charge and must be approved by the Council before a representative can be appointed and representation initiated.

B. Appointment and Expectations for Representatives

  1. The SAA vice president/president-elect appoints representatives, who must be SAA members in good standing, to external groups as part of the annual appointments process, unless otherwise specified in the representative's charge.
  2. The vice president/president-elect, acting in consultation with the Executive Committee as appropriate, appoints replacement external representatives outside of the normal appointments process when necessary.
  3. Official SAA representatives to external groups report to the Council, or to Council-appointed groups, as specified in their charge.
  4. The following expectations must be met by external representatives:
    1. Attend meetings of the external committee/body if feasible.
    2. If unable to attend a meeting, inform the chair(s) of the SAA group to whom the representative reports, as specified in her/his charge, and discuss whether a substitute attendee should be designated.
    3. In all cases the appointed SAA representative is responsible for obtaining information about the meetings of the external group on which she/he represents SAA and including that information in any reports compiled and submitted.
    4. Representatives typically are expected to fund expenses relating to representation. Exceptions to this are noted in the charge of the specific representative.

C. Consultation and Reporting

  1. All reporting requirements here specified are the responsibility of the appointed SAA representative, regardless of whether she/he is able to attend meetings of the external group.
  2. Appointed SAA representatives to external groups must complete an annual report, using the Council Report Template provided on the SAA website, and file it with the group to which the representative reports by the specified deadline each year.
  3. From time to time issues may arise that will have a long-range impact on SAA policy or a significant portion of the profession, or about which SAA will be asked to take a position. In such cases, representatives will seek the advice of the SAA president and/or the executive director prior to any anticipated action on the issue. Representatives whose charge specifies reporting to a Council-appointed group (e.g., Standards Committee) should include the chair(s) of that group in any communications with the SAA president or executive director. The president and/or executive director may in turn wish to bring such issues before the Executive Committee or the full Council for consideration and advice or direction to the representatives.

D. Council Review of Representatives and Charges

  1. The success and continued benefits of each external representation are reviewed at the end of each appointment cycle prior to making a new or renewed appointment of the representative.
  2. The review process draws on assessment of the annual reports submitted by the representative under review, input from relevant SAA component groups, and input from the incumbent representative. The review includes a review of the official charge for the representative and recommendations to the Council for necessary changes.
  3. The vice president/president-elect may conduct the review her- or himself, or involve the Executive Committee.
  4. Each year the vice president prepares a list of external organizations whose representatives’ terms are expiring, including those with representatives who report directly to SAA groups. That list, along with the vice president’s recommendations, developed in consultation with relevant SAA groups where appropriate, will be presented to the Council before the call for volunteers opens. The Council will determine whether new appointments should be made or the representation should be discontinued.
  5. New appointments or reappointments are made by the vice president/president-elect as part of the normal appointments process.

Approved by the Council: June 1988
Revised: January 1991, August 2012, May 2013

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

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

Official Charge:

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

II. Number and Length of Appointments

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

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

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

III. Duties

A. The Executive Director is responsible for financial issues.

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

IV. Reporting Procedures

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

V. Meetings

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

VI. Related SAA Bodies

A. Committee on Education

B. Archival Educators Roundtable

C. Standards Committee

 

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

Rep(s) to ALA Cmte on Cataloging: Description & Access and MARC Advisory Cmte

Established: October 17, 2013
Group Web Page: http://alcts.ala.ccdablog/
Secondary Email List: http://www.loc.gov/marc/marbi/advisory.html

 

I. Purpose
It is important for the views of archivists to be represented in deliberations about standards for description and access promulgated in the library world.

The Committee on Cataloging: Description and Access (CC:DA) is the body within the American Library Association (ALA) responsible for developing official ALA positions on additions to and revisions to RDA: Resource Description and Access (RDA). The standards embodied in RDA are used in catalog records found in national data bases and in local catalogs. This is a non-voting liaison.

The MARC Advisory Committee (MAC) advises the Library of Congress concerning changes to the MARC 21 format. The committee responds to proposals for changes in the format proposed by the community, including national libraries, bibliographic networks, and the ALCTS/LITA Metadata Standards Committee. As seen by the change from AACR to RDA, it is important that the archival perspective be represented in discussions about descriptive metadata standards that are used by many archivists.

II. Number and Length of Appointments

A single representative to CC:DA and MAC is appointed for a two-year term, and may be re-appointed for successive terms.

The representative should have expertise in description and access, and experience as a cataloger of archival collections and manuscript material, including non-paper formats.

III. Duties

  1. Solicit and consolidate responses from the archival profession to suggested changes to RDA rules and the MARC format.
  2. Provide information to CC:DA on the impact of suggested RDA rule changes on the archival profession.
  3. Provide information to MAC on the impact of suggested MARC format changes on the archival profession.
  4. Initiate recommendations for changes in RDA rules or the MARC format suggested by the archival profession.
  5. Serve as an ex officio member of SAA's Standards Committee.

IV. Reporting Procedures

The representative reports to the Standards Committee after each CC:DA and MAC meeting, prepares an annual report for inclusion in the Standards Committee’s annual report to Council in accordance with established procedures, and reports to Council when needed on other occasions.

The representative has no reporting requirements to CC:DA or MAC.

V. Meetings

The committees meet twice a year during the ALA's annual meeting in June and at the ALA's January midwinter meeting.  (Note:  SAA does not fund attendance at these meetings.)

VI. Related SAA Groups

  1. Standards Committee
  2. Description Section
  3. Electronic Records Section
  4. Roundtables as appropriate

VII. Group Contact Information

ALCTS Executive Director
American Library Association
50 East Huron Street
Chicago, Illinois  60611-2795
Phone: 1-800-545-2433 x5030

Approved by the SAA Council (separate reps):  1991
Revised (reps combined):  October 2013

Rep(s) to ARMA International Standards Development Committee

Established: February 28, 2010
Group Web Page: http://www.arma.org/standards/development/index.cfm

Rep(s) to Coalition to Advance Learning in Archives, Libraries, and Museums

Established: September 30, 2014

 

I. Purpose

The purpose of the Coalition is to work in deliberate coordination across organizational boundaries to devise and strengthen sustainable continuing education and professional programs that will transform the archives, library, and museum workforces in ways that lead to measureable impact on our nation’s communities.

As of formation of the Coalition in 2013, three working groups have been established to address that purpose (descriptions prepared by the Coalition): 

  • Governance and coalition-building: An essential component to forging and sustaining collaboration will be ensuring and codifying agreements on purpose and directions, building effective internal relationships, guiding decision-making, and providing common information for dissemination on the work of the Coalition.
  • Assessing the field: Gathering information on the status of continuing education and professional development in each of the collaborating fields will ensure solid data for planning, identify existing programs on which to build, and support effective development of further joint efforts. (In development: Nexus Project by Educopia, Inc.)
  • Developing a prototype: Perhaps the most tangible demonstration of the value of collaborative continuing education/professional development will be the creation of an educational opportunity that quickly and effectively meets the needs of all cooperating professions in a common area of much-needed training.

II. Number and Length of Appointments

SAA is represented by up to three individuals appointed by the SAA Vice President, in consultation with the Executive Committee and the Committee on Education, for two-year terms that are renewable.

One individual will serve as “lead” representative to the Coalition and as representative to the “Governance and Coalition-Building” working group. Criteria for serving in this role are the following:

  • The individual must be an SAA member in good standing.
  • To ensure that the individual has a broad understanding of and experience with SAA’s existing policy, organizational structure, and communication channels, the individual must be a current member of the Council or have served on the Council.
  • The individual must have a demonstrated understanding of the importance of collaboration across organizations and must be able to collaborate with those in the library and museum professions.
  • The individual must have excellent communication skills.

Up to two individuals will serve as representatives to the Coalition’s “Assessing the Field” and “Developing a Prototype” working groups.  Criteria for serving in these roles are the following:

  • The individual must be an SAA member in good standing.
  • The individual must have a demonstrated understanding of the importance of collaboration across organizations and must be able to collaborate with those in the library and museum professions.
  • The individual must have excellent communication skills.

III. Duties

  • Each representative reports the best interests of the archival community to the Coalition/working group on which he/she sits.
  • Each representative seeks advice from the Council on issues to be placed on the agenda for consideration at Coalition/working group meetings.
  • Each representative participates actively in Coalition/working group work and discussions, whether virtual or in person.
  • Each representative prepares timely reports, as addressed below.

IV. Reporting Procedures

Each representative prepares an annual report to the Council in accordance with established procedures. (The annual reports shall be compiled and submitted as a whole by the lead representative.) Additionally, each representative provides a written report to the Council within 30 days of attending a Coalition or working group meeting.  All reporting requirements are the responsibility of the appointed representative, regardless of whether she/he is able to attend meetings.

V. Meetings

The Coalition will seek funding from the Institute of Museum and Library Services and the Gates Foundation for support of its work, including funding for meetings.  (Note: SAA does not fund attendance at Coalition or working group meetings.)

(The Coalition will meet in person in October 2014 to review and assess progress, refine directions, and consider further plans for collaborative action in professional development and continuing education.)  

VI. Related SAA Bodies

  • Committee on Education
  • ALA/SAA/AAM Joint Committee on Archives, Libraries, and Museums (CALM)

 

Approved by the Council: September 2014

Rep(s) to ICA Experts Group on Archival Description

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

Group Web Page: http://www.ica.org/1402/about-committee-on-best-practice-standards/about-committee-on-best-practice-standards.html

Rep(s) to ICA Section on Professional Archival Associations

International Council on Archives (ICA)
Section on Professional Archival Associations (SPA)

Group Web Page: http://new.ica.org/730/about-section-of-professional-associations-spa/about-spa.html

The Section on Professional Archival Associations of the International Council on Archives represents professional associations that are interested in the administration, preservation, and use of records and archives. SPA aims to strengthen and unite the archival profession globally and to help its member associations develop their organizations and increase their influence. It does this by publishing a biannual newsletter, by producing guidelines and advice to associations aimed at improving their services and enhancing their community profile, and by organizing and supporting seminars and conferences. It also supports an archival solidarity project that works to coordinate international foreign assistance projects.

II. Number and Length of Appointments

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

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

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

III. Duties

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

IV. Reporting Procedures

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

V. Meetings

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

VI. Related SAA Bodies

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

VI. Group Contact Information

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

Approved by the Council: May 2003
Revised: August 2013

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

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

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

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

II. Number and Length of Appointments

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

III. Duties

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

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

IV. Reporting Procedures

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

V. Meetings

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

VI. Related SAA Bodies

A. Government Records Section

B. Manuscript Repositories Section

C. Reference, Access, and Outreach Section

D. Congressional Papers Roundtable

E. SAA Representative to NHPRC

 

Approved by the Council: February 2003
Revised: May 2013

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

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

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

II. Number and Length of Appointments

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

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

III. Duties

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

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

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

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

IV. Reporting Procedures

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

V. Meetings

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

 

Approved by Council: February 1991

Rep(s) to National Information Standards Organization (NISO)

Group Web Page: http://www.niso.org/home/

I. Purpose

The National Information Standards Organization (NISO) develops and promotes consensus-approved standards used in library services, publishing, and other information-related industries. NISO standards are American National Standards that address the communication needs of its membership in areas such as information retrieval, preservation of materials, information transfer, forms and records, identification systems, publication formats, and equipment and supplies. NISO standards are developed through voluntary committees where most of the research, discussion, and drafting takes place. Once the standard has been drafted, voting members review and approve or reject it. NISO's membership includes professional associations, libraries, publishers, corporations, and state and federal organizations. Many of the standards developed, approved and promulgated by NISO affect the way in which information about and in archival records is preserved and accessed. It is critical that archivists' views be represented in deliberations that ultimately affect our most basic professional practices. SAA is a voting member of NISO.

II. Number and Length of Appointments

A single representative is appointed for a two-year term and may serve successive terms. Given the range of work performed by NISO, the representative should have broad archival experience.

 

III. Duties

A. Circulate proposed standards to the Standards Committee, relevant component groups of SAA, and members with appropriate expertise; assist the Standards Committee in gathering and compiling comments from membership; cast SAA's vote on proposed standards.

B. Inform the SAA membership (through the Standards Committee, articles in Archival Outlook, and other means) of draft NISO standards coming up for vote and of the formation of committees or working groups to revise or develop new standards, thus encouraging SAA membership to become involved in standards work.

C. Represent archival interests at NISO annual meeting and in discussions relating to development and composition of committees to work on standards.

D. Serve as an ex officio member of SAA’s Standards Committee.

IV. Reporting Procedures

The representative reports to the Standards Committee after each NISO annual meeting, prepares an annual report for inclusion in the Standards Committee's annual report to the Council in accordance with established procedures, and reports to the Council when needed on other occasions.

V. Meetings

NISO holds a major annual meeting in various locations. Other meetings of working groups and committees are held as needed; the NISO representative, substitute, or other SAA members may be involved on one or more standards development committees. (Note: SAA does not fund attendance at NISO meetings.)

VI. Related SAA Bodies

A. Standards Committee

B. SAA/ALA/AAM Joint Committe on Archives, Libraries, and Museums

C. Preservation Section

D. Description Section

E. Electronic Records Section

F. Visual Materials Section

G. Metadata and Digital Object Roundtable

VI. Group Contact Information

National Information Standards Organization
3600 Clipper Mill Road
Suite 302
Baltimore, MD 21211
Phone: 301-654-2512
Fax: 410-685-5278

VII. Review Date

This charge should be reviewed five years after its date of approval.

Approved by the Council: January 1993
Revised: August 2013

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

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

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

II. Number and Length of Appointments

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

III. Qualifications

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

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

IV. Duties

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

B. Advise on access to Department of State records.

C. Provide counsel on related archival concerns.

V. Reporting Procedures

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

VI. Meetings

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

VII. Related SAA Bodies

A. Government Records Section

B. Reference, Access and Outreach Section

C. Congressional Papers Roundtable

 

Approved by Council: January 1991