29 MAY 2001 MEETING MINUTES

Next meeting 11am 9 June 2001

I. Meeting called to order by Carol Mead, president, at 6:15pm

II. Archives Week

The proposed theme "Technology in Archives" was confirmed, and we agreed that technology was to embody not only electronic means of creating, storing, and retrieving records, but would also include the range of methods used in preservation and conservation and in the environmental control of archive facilities.

We tentatively settled on 15-21 October 2001 as the dates for Archives Week.

"Archives are Virtually Everywhere!" or "Archives--Virtually Everywhere!" are vying to be our official slogan for the week.

The logo for Archives Week will be a cannon, in reference to Mrs. Eberly's instrument of choice for her efforts in the Texas Archives War, which features an electrical cord and plug at its fuse end and that emits binary digits from its mouth.

Archives Week will feature preferably four events: two speaker/panel presentations, the Archives Clinic at the Austin History Center for Saturday, and a mixer for students and the Austin archival community. Banner hanging will occur Sunday 14 October. We decided not to have a table on the West Mall. See Committee listing below for potential speakers and their officer contacts, as well as event topics and details and the officers who are coordinating/researching them.

Giveaways ideas for Archives Week include mini-Hollinger boxes (perhaps to be donated by Hollinger), pencils, temporary tattoos, and notepads with a shadow image of our logo. These will also serve as door prizes at our mixer.

We questioned the practicality of full-size posters, since they are expensive and may not reach the numbers and sort of people we need in order to have maximum attendance at our events, to promote an increased awareness of archives among the general public, and to make our archives program more visible and memorable to our local archivist community. Instead, we are considering printing postcards and legal-size poster-like fliers to bring our Archives Week information to a larger and better-defined number of people. The postcards will be distributed to all the GSLIS postboxes, all GSLIS professors (we will ask the professors to send postcards to interested colleagues), to GSLIS students at other UT campuses, archive program alumni, and to the local archivist community. The fliers will be posted on campus and at selected Austin sites (libraries, museums, Austin History Center, etc.).

III. Strategies

The importance of having a database of names of people whom we want to inform of Archives Week and other archive-related events has come to light as we are organizing the 2001-2002 SAA-UT year. The past vice-president has handed off her lists to our current vice-president, and we intend to review and augment those lists to strengthen the ties between SAA-UT and the Austin archivist community, past alumni, and others whose expertise and professional standing can assist current student archivists in their professional development. These lists will also be invaluable in our fundraising efforts, as for example, our t-shirt sales. Jennifer Hecker reported that she was inundated with requests for t-shirts at the SSA conference this month, and that our backlog of unsold t-shirts merely needed to be brought to the attention of the right public. Heather Arnold knows of many people at the Center for American History that were very interested in buying a t-shirt had they known they were available.

The manner in which we inform subscribers to the SAA-UT and GLISSA listservs of our events and happy hours needs to be more personalized and enthusiastic. GLISSA should not be overlooked as a line to those interested in archives but not necessarily pursuing the archives track. Keeping the ties growing between both new and continuing students that begin at Dr. Gracy's potluck is important to creating leadership initiative and deeper involvement in archival concerns. Including the Austin archivist community in get-togethers will provide opportunities for networking. We plan to have our first tour of a local archive early in the semester, and we will post the tentative agenda of our SAA-UT meetings to encourage members to attend and discuss.

IV. Committees

Mixer: Jennifer, Becky
Clinic: Jennifer, Amy
Photo digitization (Sue): Carol
Sound archives (Karl Miller): Becky
Banner: Carol
Giveaway pricing: Jennifer, Carol
Postcards/Posters: Amy
Email archiving/Bush Pres. Lib.: Charles
Records Management (Sematech): Joel
HVAC (Hannah Frost): Amy
Potluck: Jennifer, Amy
Public Relations (press releases, newspaper, radio): all officers
Logo image: Carol, Amy

IV. Meeting adjourned at 8:00pm.

Minutes submitted by Becky Romanchuk on 1 June 2001.

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