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I was hired in 2003 to be a full time archivist for 2 different collections - MacMurray College (a private college) and for the Illinois Great Rivers Conference of the United Methodist Church. I oversaw the move of the IGRC collection to MacMurray College from Bloomington, IL and spent my first year working entirely on the IGRC collection to make it electronically accessible.

In my second year I started to work on the college's archives - mainly to inventory what was there for its condition, retention, destruction and what supplies and equipment would be needed. MacMurray had never had an organized archives and it was a disaster. The room in the basement where "stuff" was stored looked liked a landfill and that's no exaggeration. There are no donor files, no deeds of gift, no identification in any of the artifacts where they came from or why they were saved. The library director - my immediate boss - decided that an archives advisory committee should be selected to oversee my initial start up to write the policies and procedures and a disaster plan; and to advise me on what should be discarded. I, at first, was irritated that she should doubt my judgement but the people she selected were two alums, a retired history professor, an active professor representing the college president and the reference librarian (30+ years). The alums and the professor have proved the most helpful in their volunteerism, financial support and in providing me with quite a bit of historical information not commonly found in the college's newspapers and publications (the history of the college was published in 1947 and nothing since). They've also helped with photo identification for about 300 photos from the 1950s and 60s. The committee has not met in almost a year since the board of trustees approved the written policies so I don't feel that the advisory committee has been intrusive in any way. I believe another reason for involving this selected group is the contact they have with other alums in the area who might be sources for further financial support. We're a financially struggling college in a small town and any outside help in greatly appreciated.

So that's my experience with an advisory committee. According to the policies, the committee should be meeting at least once a year but no one from the committee has requested a meeting and therefore, neither have I.

Lauretta Scheller, Archivist

Illinois Great Rivers Conference - UMC

Jacksonville, IL
James Stimpert <[log in to unmask]> wrote:

I'd like to request opinions from college and university archivists concerning archives advisory boards/committees and what role they play in your activities.

For many years we had an advisory committee consisting of faculty and senior administrators. This committee has not met in several years and I am wondering if there's any point in re-constituting it. Obviously, the fact that I've had no need to convene this committee over several years might be compelling evidence that it no longer needs to exist.

Our committee originated with one of my predecessors, a "self-taught" archivist who actively solicited advice from those with a stake in the administration of archives and access to the records. Along with convening the committee to decide on requests for access to confidential records, this committee also served an advocacy role at a time when this Archives was essentially hanging out there with "no visible means of support."

Now we are part of our academic library, which reduces (but does not eliminate) the need for such advocacy, and our earlier 50-year restriction on administrative records has been shortened to 25 years. Naturally, we still have contact with faculty and administrators, and we do try to keep warm thoughts in their hearts concerning the Archives.

I'd welcome thoughts anyone might have on this question, but I'm specifically looking for comments from those who have - or had - such a committee. (1) What benefits did/do you derive? (2) Does your committee still exist? (2a) If not, what led to its dissolution? (3) Do you wish you had such a committee now?

Please respond to the list. Should you have any comments that you do not want read by the entire list, respond directly to me and I promise to keep them confidential. Thank you.

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James Stimpert
Archivist (Arts and Sciences)        E-mail:    [log in to unmask]
MSE Library
Johns Hopkins University             Voice:     (410) 516-8323
3400 North Charles Street
Baltimore, MD 21218                  Fax:       (410) 516-7202

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