Committee Final Report

NOTE: ** = Required Field



**Type of report being submitted: Committee Final Report


**Committee Year (i.e., Annual-Annual, 2004-05 or Midwinter-Midwinter, 2004):  2003


**Committee Name:  Archives Committee


**Report Submitted By:  Anna M. Ferris


**Date of Report Submission:  January 6, 2004


**Email Address:


**Supervising Board Member:  Chrissie Anderson Peters (NMRT Secretary)


**Chair, Co-Chairs, Assistant Chairs:  Anna M. Ferris

**Committee members:   William W. Armstrong, Lisa Ennis, Xan Goodman, Gregg Grunow, Sherise Kimura, Douglas King, Sally Leahey, Kelly Leu, Tanzi Merritt, Melissa Rabey, Nyama Reed, Linda Reynolds, Allison Thiem, Suzanne Vesely, Nanette Wargo


**Goals, Objectives, Projects completed (including, but not limited to, any procedures, tip sheets, checklists, etc. created during the reporting year):


On a continual basis, members of the Archives Committee provide access via the NMRT Archives Database to various reports, minutes, and general policy statements that are submitted throughout the year by NMRT Committee Officers and Chairs.  Other documents, such as procedural guidelines, may be added to the Archives Database upon request,  provided they are vetted and approved by the Archives Committee chair.  Specifically, over 104 items were entered into the Archives Database in 2003.


Besides entering data into the Archives Database, the Archives Committee is determined to standardize the drafting of official NMRT reports, etc.   A ‘best practices' document for the drafting of Executive Board minutes will be submitted to the NMRT Secretary for evaluation at the Midwinter meeting in San Diego (January, 2004).



**Action Items/Issues To Be Resolved – What plans/projects remain which will be carried over or postponed until next year? Have there been any substantial changes in plans requiring a reconsideration or cancellation of projects? Information regarding such will be helpful for future chairs and planners.


The Archives Committee needs to revise (i.e., update) its entry in the NMRT Handbook.  The timeline of Archives Committee activities must also be formalized.    


There is also an urgent need to publicize the fact that, while the Archives Database serves an important function in providing access to official electronic documents presently being submitted by NMRT members, it is by no means a fail-safe medium for preserving these documents.  It is still up to the submitter to identify the most important documents and to collect, organize and copy them so that they can be forwarded to the Archives Committee before they are sent to the ALA Archives at the University of Illinois.   Refer to The NMRT Archives Policy (Acquisitions Section, p. 3) at /nmrt_archivespolicy022202.pdf  for preliminary weeding suggestions. 


Financial Report Section:

Your budget appropriation (see budget)

a. N/A

Amount which you have spent this year

b. N/A

Difference between budgeted amount and amount spent (a-b)

c. N/A