Infinity (Spring/Summer 2002 Volume 18, Number 1)

SAA Preservation Section Affinity Newsletter 18:1


The Newsletter of the SAA Preservation Section         Spring/Summer 2002 Volume 18, Number 1

Message from the Editor:
The editor regrets that the Spring/Summer issue for 2002 was
misnumbered and the year left off. This web version has been corrected.

In This Issue:

From the Chair

Welcome. During the year I have enjoyed the twin challenges of serving as the Chair of the SAA Preservation Section and the Standards Committee. It has been a pleasure to talk and meet with our active and informed section members as I work with NARA?s 13 regional and 7 affiliated archives nationwide during my first year at NARA?s Office of Regional Records Services. I would like to update you on some of our section?s progress.

SAA 2002 Program: After much brainstorming, the Section sponsored 12 sessions and three workshops for the 2002 Birmingham meeting of SAA. Eight sessions and three workshops were accepted, which is a 100% increase over our representation in the FY2001 program. Many thanks to the folks who worked so hard to pull this off, particularly Program Committee Chair Linda Overman. View the SAA program online at The sessions range from planning new buildings and holdings maintenance to electronic records preservation. There is something for almost every preservation interest at SAA this year. If you can?t come to SAA, consider ordering or interlibrary loan borrowing the session tapes.

Preservation Section Meeting at SAA: Besides reports by the education, outreach, newsletter, nominating, and Web subcommittees, we will discuss preservation contracting, education, and funding sources, as well as environmental standards. Please bring publications for our post meeting publications fair. If you have something you want added to the section program, please let me know.

Standards Contributions: Section members support the joint Standards Committee/Preservation Section initiative to update the SAA Standards for Archival Description: A Handbook on the Web at catalog/stds99/indes.html Participants will add new standards and update out-of-date standards. Interested parties should let me know which sections they will work upon.

Preservation Section/NFACE Collaboration: Section members are supporting the National Forum on Archival Continuing Education attempts to prepare a master Web portal to information on archival continuing education relating to preservation. For details see

Section Website: Within the section we are also working on updating our own Website, particularly our list of preservation web sites, preservation readings, and bibliographies on the Web at New participants are welcome.

Thank you all for a highly productive year. I hope to see you in Birmingham!

Diane Vogt O?Connor
Tel: 301 837-3089; Fax: 301-837-3089

Preservation Section leadership

  • Diane Vogt O'Connor, Chair (National Arvhices and Records Administration
  • Anke, Vice Chair/Chair Elect
    (Illinois Wesleyan University)
  • Glenda Stevens, Member-at-Large
    (Texas Christian University)
  • Susan DuBois, Member-at-Large (The Conservation Center for Art and Historic Articfacts)
  • Cathy Lynn Mundale, Chair, Education Committee (Atlanta University)
  • Sarah Talley, Chair, Nominating Committee setflower@yahoo
  • Sheila McAlister, Chair, Outreach Committee (University of Georgia)
  • Linda Overman, Chair, Program Committee (Alabama Department of Archives & History)
  • Julie Graham, WebAdministrator (University of California, Los Angeles)
  • Clark Center, Newsletter Editor (University of Alabama)
  • Thomas Connors (2000-2003), Council Liaison (University of Maryland)

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STEERING COMMITTEE MEETING 8:00 AM-10:00 AM, Thursday, August 22nd in the main hotel breakfast room. Section members are welcome to attend and observe or contribute.

SECTION BUSINESS MEETING 8:00-10:00 AM Friday, August 23rd

Contact committee chairs (see page 6) for meeting times for the various committees. All section members are welcome.

Annual meeting workshops related to preservation include the following (check your program for details): Archival Perspectives in Digital Preservation and Holdings Maintenance: Basics of Housing & Storing Collections. Program sessions include: Preservation Management of Machine Based Audiovisual Collections, Preserving Authentic Electronic Records: Findings of the InterPARES Project 3:305:00, Archives Unplugged: Issues in Preservation of Archival Materials, Alabama?s Loose Records Microfilming Program: A Cooperative Endeavor in Local Records Preservation, Sources for Archival Preservation Funding, Planning a Preservation Rerecording Project for Sound Recordings, Digital Preservation: Image Quality and Project Development.

Program Committee Reminder The 2003 SAA Program Committee invites submissions of program proposals for the SAA annual meeting in Los Angeles, California, to be held August 18-24, 2003. Proposals must be postmarked no later than October 7, 2002. (The proposal form can be found on pages 49-50 of your annual meeting program and registration packet.) Please contact Linda Overman, Chair, Preservation Section Program Committee, ( with your session ideas and suggestions.

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Preservation News & Announcements

Rutgers University Preservation Management Institute Scholarships The Rutgers University Preservation Management Institute has received a grant to fund ten scholarships from the National Endowment for the Humanities. The scholarships cover the full cost of tuition ($4000), half the lodging costs, and most meal costs. The deadline for scholarship applications is July 31st.

Full program information may be found at http:/

SOLINET PRESERVATION WORKSHOPS For more information or to register, contact Vanessa Richardson at 800 999-8558, or visit their website at for full descriptions and online registration.

Disaster Preparedness And Recovery, August 20 ; Preservation Microfilming: The Silver Standard, September 16-17 ; Commercial Library Binding, September 30.

Managing Preservation: A Series of Five Coordinated Workshops Consists of five workshops held over the course of a year, beginning in September 2002. Limited to twenty participants. More information can be found at

School for Scanning: Creating, Managing, and Preserving Digital Assets October 16-18, 2002 at Koninklijke Bibliotheek The National Library of the Netherlands The Hague, The Netherlands

The conference will provide information for collections managers who are seeking to create, manage, and preserve digital assets. Participants will leave the conference better equipped to make informed choices regarding management of their digital projects. Although significant technical content will be presented, this is not a techniciantraining program. Registration for North American Participants is limited to 20. More information can be found at

From National Archives and Records Administration (NARA) "Preservation Workshop" to be held in conjunction with the Association of African American Museums, August 21, 2002, will cover the elements in a comprehensive preservation program within museums. For information contact Francine Lewis; Tel: 1-301-238-3700 x 102; Fax: 301-238-3709; email or GWU Appraisal Studies Program at 202-973-1178.

September 1-6, 2002 "Works of Art on Paper, Books Documents and Photographs: Techniques and Conservation" is the theme of the International Institute for Conservation of Historic and Artistic Works 19th International Congress to be held in Baltimore, MD. See

September 1-6, 2002 "Works of Art on Paper, Books, Documents and Photographs: Techniques and Conservation" the IIC Congress to be held in Washington, DC. See or or the IIC Website at

October 21-25, 2002 "History, Technology, and Preservation of Paper based Artifacts" will be offered by the SCMRE's Dianne van der Reyden through the George Washington University Appraisal Studies Program. The course trains participants in identification techniques for the composition and condition of paper artifacts and collections, including laboratory analysis. For information contact 202-973-1178 or see or contact the SCMRE Education Program, Museum Support Center, 4210 Silver Hill Road, Suitland, MD 20746; Tel: 301-238-3700 x 102 or email

November 1, 2002 is the deadline to submit NEH Preservation and Access grants for the U.S. Newspaper Program and the National Heritage Preservation Program. Contact NEH at Tel: 202-606-8570; or email to NEHPRES@GWUVM.GWU.EDU

May, 2003 "Preserving and Providing Long Term Access to Archival Electronic Records (Advanced)" in Columbia, SC. See

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Society of American Archivists Preservation Section

Annual Election 2002

The Nominating Committee (Sarah Talley (Chair), Golden Gate NRA Archives; Evelyn Frangakis, National Agricultural Library; Steve Dalton, NEDCC) is pleased to present the slate of candidates for the following positions:

  • Vice Chair/Chair Elect : Tom Clareson
  • Member-at-Large: Sheila McAlister and Shelby Sannett
  • Nominating Committee member: Glenda B. Stevens

Please review the biographical notes on each of the candidates and indicate your selection on the ballot on page 7. Please note that you may select only one candidate per office. Writein candidates are welcome. Please mail this original ballot to: Sarah Talley, GGNRA Park Archives & Records Center, Fort Mason, Bldg. 201, San Francisco, CA 94123. You may contact Sarah at 925-323-5327 if you have questions about the submission of your ballot. Election results will be announced during the Preservation Section Business Meeting on Friday, August 23 at 8:00 am. The nominating Committee wishes to thank all the candidates for their willingness to serve the Preservation Section.

Your ballot must be mailed no later than August 9, 2002 for it to be counted.

For Vice-Chair/Chair Elect Candidate—Tom Clareson Tom Clareson is Manager of the Digital & Preservation Cooperative, a new service area within OCLC Online Computer Library Center. Prior to rejoining OCLC, Tom was Imaging and Preservation Services Manager at Amigos Library Services in Dallas, Texas, from March 1991-August 2001. From July 1996 - June 1999, Tom also served as Consortial Relations Coordinator for Amigos, developing a program of communications and outreach to more than 70 library groups in the Southwestern U.S.

Prior to joining Amigos, Tom was Membership and Cooperative Programs Administrator at OCLC, where his duties included administering OCLC?s preservation program. Tom is a Past Chair of the Preservation and Reformatting Section, American Library Association,and is active in the Society of American Archivists.In 1994-95 and again in 1999-2000, Tom was an instructor for the Preservation and Conservation Studies program at the Graduate School of Library and Information Science, University of Texas at Austin. In 1999, Tom also served as an instructor on preservation management for the Graduate School of Education and Information Studies at UCLA. Tom has a MLS from Kent State University/ Columbus Program, a MA in Journalism from The Ohio State University, and a BA in English Literature and Journalism from Ohio Wesleyan University.

For Member-at-Large Candidate—Sheila McAlister Positions: Digital Metadata Coordinator, Digital Library of Georgia, University of Georgia Libraries, February 2001-; Electronic Access Coordinator, Richard B. Russell Library for Political Research and Studies, February 1999- January 2001. Education: M.A., Medieval and Byzantine Studies, Catholic University of America,1995; B.S.L.A., French, Georgetown University, 1991. Professional Activities: Academy of Certified Archivists, 2000-; Society of American Archivists: Preservation Section, 1999-, Chair, Outreach Committee, 1999-, Electronic Records Section, 1999-2000, Description Section, 2001-, Congressional Papers Roundtable, 1999-2000, EAD Roundtable, 1999-; Society of Georgia Archivists, 1998-, Membership Committee, 1998-, Member Profile Editor (newsletter), 1998-, Annual Meeting Local Arrangements Committee, 2000, Session moderator, SGA 2000 Scholarship Committee, 2001-.

Candidate—Shelby Sanett Shelby is a doctoral student in the Department of Information Studies at UCLA, where she specializes in preservation policy. Shelby's doctoral research focuses on the preservation of authentic electronic records with an emphasis on developing an economic/cost model for this activity. In addition to her MLIS degree from UCLA, Shelby also has an MBA and is an honors graduate of UCLA's paralegal program. She completed a preservation internship at the Getty Research Institute, which focused on traditional preservation practices, where she worked on paper based media.

Recipient of the Ann Sumner Gold Shield Oral History Program Internship at UCLA. The internship emphasized the unique preservation issues that affect oral histories. Shelby also worked on the California Preservation Clearinghouse project which was funded through the State Library of California.

For Nominating Committee Candidate— Glenda B. Stevens Glenda B. Stevens has held the position of Senior Archivist for the Jim Wright Collection at the Mary Couts Burnett Library, Texas Christian University, Fort Worth, Texas, since 1990. She serves as a resource person in her institution, her community, and regions beyond on archival matters. In addition to participating in a local Metroplex Archivists group, Glenda is a member of the Society of Southwest Archivists, appearing on a program at an annual meeting and serving as Chair of the Nominating Committee.

Glenda has been a member of SAA since 1990, serving as a member of the Steering Committee of the Congressional Papers Round Table and as member, co-chair, and chair of the Preservation Section Education Committee. In that capacity she has participated in the organization of sessions, promotion of a workshop, collection of preservation policy statements, preparation of a publications exhibit, and contributing to editions of the Selected Readings in Preservation. She most recently served in the position of Member-at-Large.

A Certified Archivist and a graduate of the SAA Preservation Management Training Program, Glenda holds an M.A. in history from Southwest Missouri State University and has taken additional course work at Tulane University in history and at the University of North Texas in library and information science. Previous employment includes the Amistad Research Center and Loyola University in New Orleans and the Mississippi Department of Archives and History.

SAA Preservation Section Annual Ballot

For Vice Chair/Chair Elect

( ) Tom Clareson
( ) Other:________________________

For Member-at-Large

( ) Sheila McAlister
( ) Shelby Sanett
( ) Other:_________________________

For Nominating Committee Member

( ) Glenda B. Jackson
( ) Other:________________________

Please mail your ballot today to:

Sarah Talley
GGNRA Park Archives & Records Center
Fort Mason, Bldg. 201
San Francisco, CA 94123

Sarah must receive your ballot by August 9, 2002 for it to be counted)

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Society of American Archivists Preservation Section. Created 14 August 2002