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, Zoom Call, 1:00-2:00pm

Zoom Instructions

  • One tap mobile +16699006833, 91615193724# US (San Jose)
  • Dial by your location +1 669 900 6833 US (San Jose)
  • Meeting ID: 916 1519 3724


Discussion items

Jim Dooley introduced Jerrold Shiroma as the new university archivist for UC Merced, and his successor as UC Archivists Council (UCAC) member. Jerrold was previously the digital assets archivist in the library. The group thanked Jim for his many years of service on UCAC and wished him well.
20minCampus Police Records

Heather Briston asked the group what types of university police department records are being collected, noting that individual investigation and incident reports are scheduled. UCLA's archives include primarily files that document larger historical campus events. Heather questioned whether the Chancellor's Office and Academic Senate records might include documentation.

Matt Stahl said that UC Santa Barbara is not actively collecting these materials but referred to the annual reports for campuses that are available on the UCOP website:

Kevin Miller reported that the UC Davis chancellor's office records include monthly police reports from the 1950s and 1960s. He has been using web captures to preserve the department's public-facing records.

Kathi Neal noted that the online statistics on the UCOP website cover 2008-2016 so far. UC Berkeley's archives include files on "security and police matters" and "campus police" in the UC systemwide records, campus police department files possibly up to 2000 in the Chancellor's Office records, and some event-centered activity reports.

Marlayna Christensen said that the processed segment of the UC San Diego Chancellor's Office records includes documentation on the campus police.

Teresa Mora reported that the Chancellor's Office records at UC Santa Cruz might include documentation, but that collection is unprocessed.

Heather said that she also will check the Internet Archive for web-based documentation.

15minDRAFT E-mail Statement

Matthew Stahl

Heather Briston

Matt reported having accepted the smaller edits and footnote proposal and pointed to the materials that he shared with the group on June 25.

Heather has not finished editing the document to clarify that we are not going to be able to collect all email or strip out all personally identifiable or other sensitive information. She emphasized that we are not legally bound to do so.

Kevin asked for a revisit of the audience for the document. Matt suggested that it is aimed at the decision-makers on the individual campuses (e.g. records manager, chief information officer, or chancellor). Kevin suggested that such a mutual agreement with the campuses could be an effective tool for seeking resources. He also suggested sharing the document with the Records Management (RMC) and the Council of University Librarians common knowledge group (CoUL CKG).

Do we share the document with the Heads of Special Collections (HOSC) CKG and then send it to CoUL? Marlayna suggested that once finalized, we should ask HOSC and the Records Management Committee (RMC) to review and sign off on the document.

Next steps: 1) Heather will clarify the legal responsibilities. 2) Matt will finalize the comments, before the next UCAC meeting. The document will then be sent to HOSC, RMC, and the Born Digital CKG. Kevin noted that CoUL is considering submitting a proposal to the "Email Archives: Building Capacity and Community Program" sponsored by the University of Illinois Library:

15minCampus UpdatesALL

Berkeley: 1) Students created the 2020 Blockeley commencement in Minecraft. The project will be documented by the University Archives. 2) The campus will offer a hybrid model (remote and onsite) for instruction in the fall. 3) A project team is at work preparing for a phased return to campus library onsite operations; it is not yet known when The Bancroft Library building will reopen. Generally, the campus advises that staff capable of continuing to work remotely do so until further notice.

Davis: 1) Recruitment for the Bulosan Filipino Studies Center archivist position continues, but the library will not move forward on the university archivist position at this time. 2) A new provost will start work on campus. 3) Website preservation has been the focus of the unit's remote work. 4) Fall instruction will take place using a hybrid model.

Los Angeles: 1) Fall instruction will be done via a hybrid model, with approximately 10-25% of courses offered onsite. 2) All library instruction classes are likely to be virtual, with staff continuing to work remotely. 3) Library digitization activity will increase. 

Merced (reported by Jim and Jerrold): 1) The campus plans to have 25-30% of the students onsite during the fall, similar to UCLA. 2) A successor has been hired for one year to complete the agricultural extension archives project and will begin work on July 15. 3) Staff continues to work remotely as much as possible. 4) Two digitization coordinators, including one for the agricultural extension archival project, are alternating days on campus, with student assistants working entirely remotely.

San Diego: 1) Two associate university librarian positions will be posted. 2) Interviews for the chief administrative officer for library operations will take place the week of June 29. 3) Fall instruction will follow a hybrid model. 4) The campus is offering voluntary COVID-19 testing for students and researchers.

Riverside: 1) Access Services staff has been providing curbside delivery. Special Collections and University Archives has one staff member onsite, performing digitization services. 2) Andrea Hoff taught a class remotely during spring semester. 3) Acquisition offers have included born-digital materials and customized social justice statements. 4) Andrea has been working on libguides and creating exhibitions in Omeka.

Santa Barbara: 1) When the Special Research Collections unit reopens, staff will provide onsite services by appointment only. 2) Personal materials relating to the COVID-19 pandemic (blogs, art, etc.) are being solicited and collected via online submission form. The same will be done to document the events relating to the Black Lives Matter movement. 3) The director of the California Ethnic and Multicultural Archives position has been reposted.

Santa Cruz: 1) Only a small number of classes (such as studios and labs) will be held onsite in the fall. 2) The library will not be open in the summer and probably not during the fall. Special Collections will not offer in-person instruction in fall. 3) Recruitment for the processing archivist position that been announced was unexpectedly halted.

5minNext Meeting/ Leadership Transition

The leadership transition will be covered via email, along with revisiting the regular meeting time for 2020/2021.

Action Items

  • Heather Briston  will modify language in the e-mail policy to clearly state that we are not promising that university archivists will remove all personal identifiable information in email.
  • Matthew Stahl  will finalize the comments, before the next UCAC meeting.

Agenda Building