2018-1-22 Meeting notes

Campus Updates:

Santa Cruz- Teresa still serving as Interim Director of Special Collections, not much to update on University Archives.

Berkeley- New Chancellor, planning for 150th anniversary, Bancroft- 1st anniversary of switching to Aeon, New Head of Public Services starting on March 5.

Davis- Kevin still serving as Interim Head of Special Collections, currently in the process of restructuring archival program.

San Francisco- New University Librarian, Chris Shaffer, very supportive of archives. Polina is currently managing industry docs librarian, looking to hire full time manager.

San Diego- New University Librarian recruitment, closed process involving Executive Vice Chancellor, Chancellor, and outside firm. Library Unit Heads were invited to meet with final three candidates. Digital Archivist left, will be looking to hire a replacement.

Santa Barbara- Busy month with fires and mudslides- finals week was cancelled in December and moved to January. Winter quarter will only be nine weeks long. New University Librarian search completed- final three candidates met with Library staff and LAUC members. Chancellor will make the final decision. Entire run of campus newspaper has been digitized. Looking to do the same for yearbooks and course catalogs. Implementing new faculty paper policy.

Irvine- Hired new Assistant University Archivist, starting March 5. Received IMLS research grant for teaching undergraduate students about archives.

Merced- Lisa Vallen overseeing archives of county offices, recently got a grant to digitize. Library is recruiting for data curation. Not too many faculty retiring yet.

Collection Development Policy:

Santa Cruz: Based heavily on UCAC doc, which is based on Berkeley.

Berkeley: Formal policy is part of Bancroft policy, and Bancroft is in need of updating. Berkeley's University Archives' policy last revised in 2005. Scope lists inclusions and exclusions, has a separate policy for History of Science and Technology and oral history.

Berkeley also collects system-wide records, and serves as temporary holding location for records of other newer campuses.

Merced asked what materials does Berkeley have from their early days.

Berkeley- has not yet collected UCOP materials after 1975.

Santa Cruz- Policy based on Berkeley, has Records Manager on campus, do NOT collect UCOP materials, and do NOT handle theses and dissertations. Santa Cruz did have 90% of their dissertations digitized by Google.

Merced is opening new building in downtown Merced- people relocating to that building are now thinking about archiving of materials from old office.

San Francisco has added descriptions of which websites/types of websites they will capture to their collection policy.

Davis discussed Records Management Road Shows- Records Managers started doing a lot of outreach, Kevin joined them for archives piece. Have not done in a while due to staff changes. Some employees were surprised when told about web archiving.

Berkeley has started collecting papers of alumni/distinguished alumni. Not sure how it fits into collection policy. Treated as manuscript collections, not part of University Archives.

Santa Barbara undertook analysis of faculty papers collections to develop a new faculty papers collection policy. UCSB has had no clearly defined policy in place. Since 2005, have been guided by UCAC 2005 guidelines, but even that has been sporadic. Many older collections would not be accepted under new policy. Undecided yet as to whether or not these collections should be deaccessioned.

Faculty papers at UCSB have suffered from a lack of diversity, both in cultural and ethnic terms, and in subject area. History is most commonly represented subject area. (Statistics denote number of collections, not necessarily linear feet.)

Lack of diversity is, in some ways, a function of UC hiring practices. The University of California has struggled to hire and retain diverse faculty for quite some time. As a result, faculty papers collections at UCSB have overwhelmingly favored white male faculty. In spite of the fact that UC continues to struggle with hiring diverse faculty, UCSB's Special Collections will make a concerted effort to make certain that our faculty papers contain materials from diverse faculty members.

We have established the following criteria for faculty collections:

Materials must be related to a faculty member's teaching, research, or service to the University and the faculty member must meet some or all of these following criteria:

• Recipient of a major award or fellowship, such as a Nobel Prize, Pulitzer, MacArthur, etc.
• Recipient of significant research grants
• Established a new area of research
• Instrumental in the founding of a new curriculum, department, or program on campus
• Well-recognized in their field, both within and beyond the UCSB community
• Made significant contributions to the UCSB/Isla Vista/Santa Barbara community
• Conducted unique research, with substantive unpublished data
• Created significant inventions/holds significant patents
• Research centered on or specifically related to the Santa Barbara area or the State of California

Types of materials we will collect:

• Correspondence, including paper and electronic mail
• Grant proposals and reports
• Drafts of significant publications
• Administrative records of department chairs
• Records of committees the faculty member chaired
• Policy documents
• Speeches and lectures
• Course syllabi
• Pictorial images
• Multi-media
• Lab notebooks and research notes
• Biographical materials
• Oral histories

In general, we will NOT collect:

• Student records
• Patient files
• Reprints and pre-prints
• Equipment and software instructions
• Duplicative or redundant material
• Artifacts, objects, plaques
• Federal records that fall under the purview of the National Archives and Records Administration

Data Curation: What is the connection between data curation and University Archives/Faculty Papers.

San Francisco: Research studies/datasets- digitizing old datasets, making accessible/reusable.

Revising of UCAC Faculty Paper Guidelines: Matt, Audra, Polina.

·        Interactive historical timeline: Today UCOP also will soft launch its new interactive historical timeline website (https://150.universityofcalifornia.edu). The full website launch, with a new 150^th video as well as attribution/sourcing information for nearly every image on the timeline, will take place on Wednesday, January 24. Photos and content from the timeline can be shared easily through Facebook, and downloadable versions of all timeline images are available via the assets toolkit. The website also features a filter to organize content by campus/lab and subject categories.
·        Campus-tailored assets toolkit: The toolkit includes downloadable versions of all of the 400-some historical images that will be showcased on UCOP’s interactive 150^th timeline. Photos are organized by year and by campus so that you and your marketing/social media managers can easily find, download and share content specific to your campus. The toolkit can be accessed here: https://ucop.app.box.com/s/2xbd4g8ogjcy3wz3rtc27022j6m8bmp3
·        150^th logo/word mark: UCOP began using the 150^th logo/word mark on January 2 on universityofcalifornia.edu and on UCOP’s social media accounts. You can incorporate the word mark into your 150^th efforts in a number of ways, from social media sites and campus web pages to employee email signatures and sesquicentennial collateral materials. Download the logo here:https://ucop.app.box.com/s/2xbd4g8ogjcy3wz3rtc27022j6m8bmp3/folder/43374801681
·        150^th hashtag: UCOP also begin using the #UC150, along with the logo/word mark.
·        Social media assets: UC 150^th banners and cover photos for Facebook and Twitter, and sesquicentennial photos sized for Instagram,  are available:https://ucop.box.com/s/ybhi66alh6dowh4xkwncxq66jpvshnac

See http://libraries.universityofcalifornia.edu/content/policies-administration-university-california-archives, last revised 2007

Policies for administration of UC Archives, need to be reviewed and revised.

March 14, 2 PM

May 16, 1 PM

Starting July 1, chairmanship will pass to Matt Stahl, UC Santa Barbara. In lieu of July meeting, will hold an in-person meeting at SAA in Washington, DC, in August.

Kevin sought feedback on how to handle accession of Professor who has been stripped of Emeritus status. Group agreed that the research value of materials was still high, but might want to tone down publicity regarding donation.

Core Administration files will be divided into sections for revision, UCAC members can sign up for sections we want to work on.

Joint meeting with RM:

Discussion topics:

• strategic planning
• research records & assets
• web archiving