Archive for the ‘Meetings’ Category

Rock Hall L&A logo

Cleveland Archival Roundtable’s Spring Meeting

When:  Wednesday, April 17, 2019, 5:30-8:00pm

Where:  Rock and Roll Hall of Fame Library and Archives2809 Woodland Ave., Cleveland 44115, on the corner of Woodland and E. 30th St.

The Library & Archives are located in the Gill and Tommy LiPuma Center for Creative Arts, at Cuyahoga Community College.

For directions and a map: http://library.rockhall.com/home/visit

On the agenda:

5:30-6pm, refreshments and mingling
6:00-6:20pm, business meeting
6:20pm, presentation and tour by Jennie Thomas, Director of the Rock Hall Archives

As a reminder, as of this past December, CAR membership dues are $10/year.  If you have not already paid, please bring cash (we’re not yet able to accept checks) and see CAR Treasurer Kaitlin Schulz.

Please spread the word to your archival colleagues, interns, and students!  All are welcome.

Please RSVP to Communications Chair Jane Rothstein at clevelandarchivists AT gmail DOT com.


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SOA logoThe Society of Ohio Archivists’ annual meeting registration is now open! Join us in Akron on May 16-17, 2019, for two days of Invention and Innovation!

Thursday, May 16
Pre-conference workshops led by Drs. Karen Gracy and Heather Soyka, held at the Kent State University Library.

  • Morning (9:00 a.m. – noon): Fundamentals of Born-Digital Archiving
  • Afternoon (2:00 p.m. – 5:00 p.m.): Beyond the Basics: More Concepts and Strategies for Digital Archiving

Early bird pricing for SOA members: $30 for 1 workshop or $50 for both! Early bird registration ends April 30th.


Evening Mixer at the National Museum for the History of Psychology, where you can tour the museum and mingle with colleagues.

6:00-8:00 p.m. / $25 to register. Registration closes April 30th.


Friday, May 17

Annual Meeting at the Hilton Akron/Fairlawn Hotel from 8:15 a.m. to 4:30 p.m.

The day starts off with a plenary from Kathleen Roe, past president of the Society of American Archivists. Her talk, “Reimagining the Future of the Archival Past,” will focus on the future of archival work, including ensuring our institutions collect materials that reflect a comprehensive, inclusive past, conveying the value of archives in meaningful ways to a wide range of users and audiences, and stepping forward to strengthen our profession and its role in our communities and society.

Join us for sessions on building a diverse repository, collaborative projects, job hunting, processing collections, and teaching in the archives, as well as mini-workshops on advocacy and records management. Attendees will also have the option to attend poster sessions, mock job interviews, and bid in the annual silent auction.

Annual meeting early bird registration is only $45 for SOA members! Early bird registration ends April 30th. Register at http://www.ohiohistorystore.com/Product.aspx?ProductId=9197

Visit the SOA conference website for the latest information and follow along on Twitter at #soaam19.

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Purpose and Criteria for Selection: The Distinguished Service Award recognizes an archival institution, education program, nonprofit organization, or government organization that has provided outstanding service to its public and has made an exemplary contribution to the archives profession. The institution being nominated should have achieved distinction in one or more of the following ways:

  • Demonstrably contributing to archival theory and the development of new archival practice.
  • Serving its constituency in an outstanding fashion.
  • Showing extraordinary ingenuity and resourcefulness in improving efficiency of operations or methods of work.
  • Going well beyond the normal performance requirements expected of an archival agency and thus providing a model for others.
  • Developing over a period of years an archives program of such depth and scope as to warrant special recognition

Eligibility: Any archival institution, archival organization, records center, or manuscript repository, archival education program, or nonprofit or government organization providing service or support to the archives community in North America.

Nomination Requirements: In addition to a completed nomination form, each nomination must include letters of support from three SAA members, each representing a different institution. Self-nominations are accepted and encouraged.

Submission Deadline and Nomination Form: Click here to preview the nomination form and/or to start a nomination. All nominations must be submitted by February 28, 2019.

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Best Practices Exchange (BPE) 2019

April 29-May 1

Columbus, Ohio


Call for Proposals form: https://goo.gl/forms/QI9DgP7qSA1e3oSj1

The Best Practices Exchange Program Committee invites submissions of session proposals for the 2019 Conference to be held Monday April 29-Wednesday May 1 at the Columbus Metropolitan Library Main Library in Columbus, Ohio.

The BPE is an unconference that focuses on the management and the preservation of digital information and brings together practitioners to discuss their real-world experiences, including best practices and lessons learned. Deadline for proposals is Friday January 18, 2019 (midnight).

Each session will feature one or more relatively short presentations, but at least half of each session should be devoted to discussion. Attendees and presenters should be prepared to share their own experiences, successes, failures, and lessons learned. These informal, small group sessions will give presenters and attendees alike a unique opportunity to meet, experience, and cooperate with other practitioners, educators, and researchers seeking to address a wide array of digital challenges.

A BPE session may feature a single presenter, two or three presenters addressing a common topic, or many presenters delivering lightning talks. Proposals for roundtable, facilitated discussions, or mini-workshops are also welcome. Sessions can range in length depending on amount content but most will be 60 minutes.

Noted topics of interest in relation to digital data and collections include:

  • Accessibility/access issues
  • Collections as data
  • Content management systems
  • Copyright in digital collections / Rightstatements.org
  • Digital collection building with communities
  • Digital disaster planning / Mitigation
  • Digital library platform development
  • Digital storytelling
  • Diversity, equity, and inclusion
  • Linked data
  • Outreach and marketing
  • Preservation workflows
  • Privacy
  • Revitalizing digital collections
  • Security
  • Use and reuse for digital humanities projects or other projects
  • Using digital collections in the classroom

Proposals should include a session abstract of 100 words or less and the name, title, email, and organization for each presenter. Proposals may be submitted individually for shorter presentations or for a full session with multiple speakers. Shorter proposed presentations may be combined with others by the Program Committee. For more information, see the BPE website, and the proposal submission form.

During the first day of the conference, additional Birds of a Feather and Pop-Up session proposals will be solicited and approved.

Brainstorming session spreadsheet: https://docs.google.com/spreadsheets/d/1uOVoYjj5jsvihtu1kgXHAYSQ6FiFHFHN0uMu4c_LBLQ/edit?usp=sharing

Please send any questions to bestpracticesexchange@gmail.com.

BPE is open to all, but particularly practitioners in government and university archives and libraries; educators and researchers in the fields of library science, information science, technology, archives, and records management; and product developers working to create systems for managing and preserving digital assets.

Thank you!

The BPE Program Committee: Linda Avetta (cochair), Pennsylvania State Archives; Janet Carleton (cochair), Ohio University; Derek Clark, Kentucky State Archives; Veronica Martzahl (past chair), Massachusetts Archives; Michael McNeil, California State Archives; Dan Noonan, The Ohio State University; Nick Pavlik, Bowling Green State University; Bonnie Weddle, New York State Archives.

Best Practices Exchange, since 2006

Website | Google Group | Facebook |Twitter

Janet Carleton

Planning Cochair

Best Practices Exchange 2019


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Cleveland Archival Roundtable Annual Meeting

November 29, 2018

5:30 PM

Cuyahoga County Archives

3951 Perkins Avenue


We hope you will join us for the annual meeting of the Cleveland Archival Roundtable at the new Cuyahoga County Archives. The business meeting agenda includes:

  • Election results and introduction of new officers
  • Passing of the treasurer’s books to the new treasurer
    • **Annual dues ($10) will be accepted at the meeting. Until an official CAR account is set up, we ask that you pay dues in cash.**
  • Announcements and questions.

Following the business meeting, Judy Cetina will introduce us to the new archives after which there will be refreshments.

Free parking is available on East 40th Street facing the archives building and on Perkins Avenue to the east of the building.

Please RSVP to Leslie Cade at lcade@clevelandart.org.

Cast your ballot! Voting for steering committee members is open until November 25th at https://www.surveymonkey.com/r/CKQ3MMC

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Mark your calendars! The annual meeting of the Cleveland Archival Roundtable will be held at 5:30 pm on Thursday, November 29th at the new  Cuyahoga County archives. The meeting will include the installation of new steering committee members following on-line elections. Details about the meeting will be sent later this month.

Voting will open soon. Please visit the CAR Blog for information on the composition of the steering committee and the responsibilities of each position. The organization’s constitution and by-laws are also included.

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In order to ensure the continued existence of CAR as a vital and effective archival organization, the steering committee has drafted a constitution and by-laws for a vote by the membership in May. We look forward to your feedback and discussion at two upcoming meetings – March 10, 2018 at the Western Reserve Historical Society, and a date in April at CSU. Please also feel free to leave a comment below. We will also provide additional opportunities for feedback as they are developed.

Cleveland Archival Roundtable Constitution for member discussion.

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From the Society of American Archivists website: https://www2.archivists.org/news/2017/results-are-in-on-warssaa-salary-survey

More than 2,100 individuals participated in the Women Archivists Section/SAA salary survey fielded in April 2017. Although the survey gathered data that gives context to employment in the archives profession by gender, it also sought to gather data on how identities such as age, race/ethnicity, sexual identity, and socioeconomic status interact to affect outcomes on salary, employment, leadership, and professional advancement in the field.

Read the survey results here.

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What: Digitization Panel Discussion

When: Saturday, May 13th from 10:00am-12:00pm

Where: Dampeer room at the Case Western Reserve University Kelvin Smith Library

Is your institution digitizing materials?  Do you have a project you’ve been itching to share?  Maybe you’ve experienced a project that didn’t go so well that others could learn from?  Do you have experience choosing or maintaining a system related to your digitization program?  The Cleveland Archival Roundtable is planning a digitization projects program and invites proposals for participation in a panel discussion to be held on Saturday, May 13th from 10:00am-12:00pm in the Dampeer room at the Case Western Reserve University Kelvin Smith Library.

Panelists will speak for approximately 10 minutes on a digitization project or topic, and will then take part in a panel discussion guided by questions from the audience.

In particular, we are interested in covering the following topics:

  • Methods for choosing and evaluating tools and systems like digital asset management systems, metadata tools, and access systems. We would like to cover a variety including products like CONTENTdm and PastPerfect, homegrown systems, and open source systems like Islandora.  Which systems and tools worked well and why?  Which systems and tools didn’t work so well?
  • Digitization for internal constituencies, i.e. corporate archives or the digitization of materials that can’t be shared with the general public.
  • Methods for selecting materials for digitization, creating workflows, providing access, and lessons learned.

We are looking for diverse perspectives from archivists representing different types and sizes of archival institutions such as:

  • Institutions with established digitization programs
  • Institutions just starting digitization programs
  • Lone arrangers
  • Corporate archives

If you are interested in participating, please send a presentation title and brief description of your topic to Susan Hernandez [shernandez@clevelandart.org] and Bill Barrow [bill.barrow@yahoo.com] by March 24th, 2017.

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At 6pm on November 15th, the Cleveland Archival Roundtable met at the John Carroll University’s Northeast Ohio Broadcast Archives (NOBA).  We held a business meeting and took a tour of the facility.  Below are the minutes of the business meeting.


  1. New Facebook page  https://www.facebook.com/ClevelandArchivalRoundtable/
  2. Tentative schedule of events and call for participation
    • Octavofest October 19 reports from UCI libraries if anyone is in attendance (Clark, Dittrick, Gund, Ingalls, Kelvin Smith)
    • December 8, 2016 NEO-RLS Day for Special Collections workshop. Daytime program
    • January 13, 2017 SAA MPLP workshop at Kelvin Smith Library. Daytime program
    • Spring 2017 Program focusing on digital projects and programs at local institutions. We would like this to be a daytime program, promoted as a professional development opportunity. Suggested locations include the Cleveland Clinic and CMA. We could solicit speakers via email and/or Facebook or directly. Daytime program.
      • ACTION ITEM: We need someone to spearhead this meeting/program
    • April 5-8, 2017 MAC annual meeting, Omaha
    • Spring 2017 SOA annual conference
    • Summer 2017 casual summer meeting/picnic. Possible locations include Bedford Historical Society and Garfield historic site. Daytime program.
      • ACTION ITEM: We need someone to spearhead this event
      • Leslie will contact Drew Rolick to see if he would like to help with this event
    • July 23-29, 2017 SAA Annual conference, Portland OR
    • Fall 2017 program on electronic records. Reach out to ARMA for assistance, ideas, possible collaboration. We would prefer a case study format by institutions that are at various stages of implementing e-rec programs. Daytime program.
      • ACTION ITEM: Reach out to ARMA, perhaps through the Clinic archives.
    • October 2017 MAC fall symposium
    • Spring 2018 workshop/presentation on grant writing and funding opportunities by the Foundation Center. Daytime program.
      • ACTION ITEM We need someone to spearhead this event and reach out to the Foundation Center.
      • Jill Tatem expressed an interest in planning this event
    • Summer 2018 Casual summer meeting/event at Cleveland Blues baseball game
      • ACTION ITEM:  Contact Jeremy Feador, Cleveland Indians archivist and Cleveland Blues member, about this possible event at the appropriate time.
  3. Other meeting ideas
    • Proposed: Cooperative/collaborative archival collecting in NE Ohio vis a vis institutional missions, collaborations, and funding
    • Margaret Burzynski-Bays elaborated on her ideas for this type of program and possible accompanying institutional directory. The group discussed suggestions for enhancing collaboration.
    • Suggestions from the group
  4. Organizational structure and dues
    • The Steering committee is working on an organizational structure that will include dues for participating members, formalizing the makeup of the steering committee, and holding elections. Members can expect these changes to be enacted for 2018.
  5. CAR OHRAB member representative discussion [Meghan Hays]
    • Meghan spoke about the board’s role and the search to fill empty seats which are currently appointed by the governor. The board is interested in having representation from local organizations. Meghan will craft a call for participation that will be sent to CAR members.

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