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Guide to the Society of California Archivists Archives
Mss.263
Mss.263
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Table of contents
Title: Society of California Archivists Archives
Identifier/Call Number: Mss.263
Contributing Institution:
University of California, Santa Barbara, Davidson Library, Department of Special Collections
Language of Material:
English
Physical Description:
42.0 linear feet
82 Document boxes, 1 oversize box, and one computer disk box, some digital files on the CEMA server
Date (bulk): Bulk, 1972-2004
Date (inclusive): 1971- 2009
Abstract: These are the organizational files for the Society of California Archvists. They cover from the beginning of its formation
in 1971 to 2009. The bulk of the files go to 2004. The series are organized in alphabetical order and include board meeting
files as well as committees activites, handbooks, newsletters, photographs and training workshop files.
General Physical Description note: 84 Document boxes, 1 oversize box, and one computer disk box, some digital files on the CEMA server
Conditions Governing Access note
none
Copyright has not been assigned to the Department of Special Collections, UCSB. All requests for permission to publish or
quote from manuscripts must be submitted in writing to the Head of Special Collections. Permission for publication is given
on behalf of the Department of Special Collections as the owner of the physical items and is not intended to include or imply
permission of the copyright holder, which also must be obtained.
THE SOCIETY OF CALIFORNIA ARCHIVISTS: AN HISTORICAL ACCOUNT
The Society of California Archivists was established to promote cooperation and exchange of information among individuals
interested in the preservation and use of archival and manuscript materials in California and adjoining areas, to disseminate
information on research materials and archival methodology, and to provide a forum for the discussion of matters of common
concern.
The Society originated from the meeting, in July 1971, at the invitation of Lynn B. Donovan, of a representative group of
archivists and manuscript curators in California, to discuss the formation of an archival organization as a means of response
to the burden of personal expense involved for California archivists in travelling to out-of-state professional meetings and
the need for a locally-oriented forum. This group acted as an ad hoc steering committee until the Society was formally voted
into existence in October 1971, at an organizational meeting attended by 48 persons drawn from the California membership of
the Society of American Archivists, the Manuscript Society, the Rare Books Section of the Association of College and Research
Libraries and the Conference of California Historical Societies. The meeting elected a Steering Committee, which developed
the Bylaws by which, with a few revisions, the Society is still basically governed; and it instituted annual meetings and
a Newsletter published several times yearly, both of which remain important channels of communication and information exchange
for a membership which has always been somewhat heterogeneous and is separated by considerable distances from the north to
the south. In addition to regular meetings and workshops, the Society has over the years, sponsored a number of special events
and activities to further professional education and raise the profile of the archival community in California, usually working
in conjunction with other organizations and institutions, including the Society of American Archivists and the National Archives
and Record Administration.
Provision was also made from the very beginning for the creation of committees, which, while varying over the years as to
title, charges and procedures, have remained informal enough to enable the Society to respond quickly to specific needs and
to offer opportunities for any member to participate easily in devising and shaping activities, if wishing to do so. Committee
achievements include the passage in 1978 of state legislation specifically relating to the theft of library property, by a
committee on archival security, under the chairmanship of James V. Mink.
Other efforts of the Society to meet its ongoing aims have included a questionnaire and review of objectives (1976-77) and
the Committee of the Eighties Report on Goals for the 80's (1981). The Society has made a major contribution to the dissemination
of information on research materials by publishing a "Directory of Archival Repositories in California in 1975", with an updated
and expanded version in 1984.
Anne Caiger, January 1985
In July, 1993 the Society was formally recognized and recorded as a non-profit Corporation. Articles of Incorporation were
written and legally filed as were the Revised Bylaws. In accordance with the non-profit corporation status the elected governing
body name was changed from "Council" to The Board of Directors.
Dorothy Mackay-Collins, June 1993 HISTORY.SCA
(From The Society of California Archivists Website, http://www.calarchivists.org/inside/handbook/hb8_1.pdf July 29, 2009)
This Collection was formally under the jurisdiction of UCLA. By agreement with SCA, UCLA and Special Collections at UCSB the
archives were formally transferred to UCSB Special Collections.
Annual Business Meeting, 1972-2000
Usually held during the Annual General Meeting. Files are arranged chronologically and often include agenda, minutes, reports,
resolutions, and handouts. See also: President's files.
Annual General Meeting, 1971-2003
Initially called the Annual Meeting. Files arranged chronologically. Files include programs, registration packets; lists of
participants, evaluation summaries. See also: Local Arrangements Committee, Program Committee, Board/Council.
Board Minutes, 1992-2005
Name of the governing body changed from Council to Board in 1992/1993. Files generally include meeting agenda, minutes, packets,
and related correspondence. Agenda and packets are the responsibility of the President; minutes the responsibility of the
Secretary. Earlier years sometimes only have agenda and minutes. See also: President, Secretary, and Treasurer files.
Bylaws and Their Revisions, 1971-2001
(original and revisions; originals in safe deposit box, copies in archives; in later years, bylaws are printed in the Membership
Rosters)
Committees, 1974-2005
Past and present standing and limited term committees, as well as task forces; arranged alphabetically by title; mainly files
of chairs. See also: Board/Council Meetings, for committee reports.
Correspondence, 1978-2009
Council and Board Meetings Minutes, 1971-1981
Name of the governing body changed from Council to Board in 1992/1993. Files generally include meeting agenda, minutes, packets,
and related correspondence. Agenda and packets are the responsibility of the President; minutes the responsibility of the
Secretary. Earlier years sometimes only have agenda and minutes. See also: President, Secretary, and Treasurer files.
Events/Activities/Projects, 1971-1995
(arranged chronologically; includes non-recurring and co-sponsored events and activities)
Financial Reports, 1984-2003
[includes budgets and reports]. See also: Treasurer, Budgets and Treasurer's Reports, 1988-1991.
Handbooks, 1972-2001
(mainly copies, with dated revisions)
History, 1971-1996
(includes documents relating to founding of SCA, organizational charts, lists of officers, board members, and committee members;
site book)
Legal and Vital Records, 1992-1997
(originals in safe deposit box - check who is responsible for this/ sec?, copies in archives; includes non-profit status papers)
Miscellaneous, n.d.
Photos, n.d.
Presidents, 1971-2005
Includes correspondence and related materials re SCA business. For many years, the majority of material is in the Board/Council
meeting files [President responsible for preparing meeting agenda and packets; in more recent years packet materials distributed
by email attachments].
Publications, 1973-2008
Copies of the publications. See also: Publications Committee files.
Secretary, 1978-2000
Includes significant correspondence; official copies of minutes/packets, handbooks, etc? See rec. mgt/ etc. for Sec. Minute
Book. See: Secretary/Treasurer for earlier years.
Secretary/Treasurer, 1971-1995
Position separated in 1978.
Task Forces, 1992-2002
Vice Presidents, 1977-1994
Also, President-Elect after 1978 and, in recent years, Program Committee Chair. Includes significant correspondence. See also
Program Committee files and President files.
Western Archives Institute, 1990-2004
Workshops, 1972-1992
[maybe file symposia under events]
This collection spans from 1971 through 2009. The bulk of the files go to 2004. It is arranged in alphabetical order and then
by date. Inclued files are the board and committee meetings, presidents, workshops, newsletters and the SCA's history files.
Society of California Archivist Collection, Mss 263, Department of Special Collections, University Library, University of
California, Santa Barbara