CEPC January 2014 Conference Call Minutes

CEPC Conference Call Minutes

January 30, 2014


Present: Nancy Freeman, Marc Brodsky, Paul Lasewicz, Robert Riter, Tiffany Schureman, Bill Landis, Sharon Silengo, Chris Prom.



 CEPC web page, Tiffany volunteered.  Nancy

Tiffany Schureman will be learning how to upload and run the webpage.



 Annual report and plan of work submitted to SAA. 

Nancy Freeman submitted Annual Report for 2013 and Plan of Work to SAA and these have scheduled to be uploaded to the committee’s webpage. 



Report on call with Chris Prom/Publications Board Chair and Teresa Brinati, SAA’s Director of Publishing.  Topic of call is Publications Board role and general process for case studies.

Nancy Freeman, Chris Prom and Teresa Brinati met via conference call to work out how to Call for Proposals for Case Studies and how Publications Staff can provide guidance and support for project. Chris Prom prepared some proposals on how the Publications Staff can facilitate the case studies and making them freely accessible online.  Using the Campus Case Studies as a guideline the CEPC Committee will call for members to submit Case Studies and Publications Staff will offer support.  Chris reviewed the Call for Proposals, Case Studies in Archival Ethics: Criteria Draft, and the Submission Form for Ethical Case Study.  He suggested skipping the Call for Proposals, just requesting submission of Case Studies, making the process more agile.


The CEPC committee was worried that there may not be enough Case Studies to cover all areas, but Teresa Brinati believed that predominance in one area would highlight concern with that area. Tiffany Schureman wondered what could be done if the committee did not receive submissions to cover all the areas.  Nancy Freeman said it would be appropriate to contact those who wrote for the Karen Benedict book and solicit writers for specific areas. It may be helpful if authors send a summary of the idea to the committee. Paul Lasewicz cautioned that the Committee should not lead potential authors to believe that their study will be published based upon the submission of the proposal.  Freeman stated that this would be made clear up front.


Chris Prom developed a Rubric that can be used by the Ethics Committee and others seeking Case Studies. If accepted, the Rubric will be made available on the Publications website.  Tiffany Schureman suggested combining the Call and the Submission form into one document. Chris Prom agreed that having it as one Word document that can be used as a template would help to streamline the process. He suggested adding a “Conclusion” to the call. Robert Riter agreed and suggested it be put in before the Discussion section. Paul Lasewicz approved of the Rubric, but would like to see a literature review added. Nancy Freeman said anyone who does a case study should do a literature review. Chris Prom said that one or two publications would be sufficient, checking for any prior reference in literature. Tiffany Schureman pointed out that new issues might not have literature to support the case study.


Bill  Landis stated the process should be tried out to see if it works, having the Ethics Committee reviewing the content and submitting the content for copyediting to Chris Prom and the publications staff. 



Call for case studies, Nancy and Chris Prom changes. 

Nancy Freeman and Chris Prom suggested that two reviewers be used on each case study. They will combine the reviews and give a coherent response to the authors. Publications staff meets next week and Chris Prom will present proposals on procedures and rubric. Nancy will make changes to documents and then committee will meet to develop timeframe for submission. Chris Prom will speak with Teresa Brinati about how to get Call on website and how and where to submit Case Studies. Sharon Silengo suggested using the email address: CaseStudies@archivists.org and then having Teresa Brinati routing the Case Studies to the CEPC Committee via drop box or a shared location for pick-up. Sharon Silengo volunteered to write the Press Release and send it out to the listservs.



Case studies in archival ethics, criteria draft. 

Chris Prom suggested the following changes to the first point under “Elements for an Ethical Case Study” in the draft Call for Case Studies on Archival Ethics:

Introduction and Context:  Identify the key ethical issue or issues presented, the reason for the case, and key challenges involved.  Set the stage by providing institutional context such as the ethical environment and/or general milieu of the organization, and as appropriate refer to previous publications or resources that may shed light on this topic.  Bill Landis took down Chris Prom’s suggested wording for this section and will send to Nancy Freeman to make the changes. 

Committee approved the changes proposed by Chris Prom; Nancy Freeman will make the changes to the documents and will route to committee for review hopefully by the end of next week. Committee members are requested to provide feedback on changes.  From there will proceed to mechanics of the call. 



New/other business.




ICA meeting in Brussels. 





Tiffany Schureman reported on the ICA Meeting that she attended in Brussels—they presented individual papers, most dealing with Government Records, many papers were ethics related. Some European countries have a privacy laws that include the “Right to be Forgotten” where individuals may request that information about them be erased