DBIO Procedures Manual - Archivist

Function: The Archivist is responsible for receiving, organizing, filing, and maintaining archival copies of records for the Biomedical and Life Sciences Division.

Qualifications: The Archivist should be a member, associate member, or retired member of the Association, as well as a member of the Biomedical and Life Sciences Division, and should have a concern for and genuine interest in maintaining records in accordance with the Association guidelines and the Biomedical and Life Sciences Division's needs.

Appointments: The appointment of Archivist has no set expiration and Archivists generally serve on a continuing basis. If needed, the Archivist may appoint other Division members to assist with the Archives.

Duties:

1. To arrange for storage of the Archives in a suitable location which is easy for the Archivist to reach. Such facilities should take into consideration special needs for temperature and humidity control, if needed, in accordance with Association guidelines.
2. To organize, select, and file materials according to the SLA Guidelines for Division Archives. Discard materials which are not needed as per the Chapter and Division Records Retention Policy, issued as Attachment II in the document above.
3. To review the appropriate sections of the DBIO Procedures Manual in February and submit corrections, revisions, and so forth to the Director for inclusion in the next edition.
4. By deadline determined each year (typically August), submit an estimated budget to the Treasurer.

Reports: An annual report is submitted to the Division Chair in accepted format by April 1 or another mutually agreed upon date.

Expenses: The Division will provide funding for expenses including postage and telephone calls if not borne by the incumbent's organization. Other expenses will be approved by the Division's Executive Board. Expenses incurred for organization business will be paid in accordance with SLA guidelines. All expenses must be submitted with a Committee Expenses Form or a Travel Voucher form and be accompanied by the original receipts for reimbursement. Direct payment of bills can be made if the bill is accompanied by a Committee Expenses Form or a Check Request and Payment Approval Form. Advances for expenses may be obtained from the Division's Treasurer. Requests for advances should be made in writing and include an estimate for each item. A final report of expenses for reimbursement shall be filed with the Treasurer prior to or at the annual business meeting.

Transfer of Materials to Archivist: (This paragraph replaces the one on page 7-3 of the Association Guidelines for Divisions.) Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office, along with their copy of the Procedures Manual. All files they received the year earlier (from predecessor) should be reviewed as to the usefulness for archival retention (see Chapter and Division Records Retention Policy), and items which have retention value should be sent to the Archivist. This retention of a predecessor's files will provide for better continuity between incumbents of offices and chairs than is provided in the Association's guidelines. The Executive Board or committee chairs may keep copies of any relevant materials but original materials should be transmitted to the Archivist on the regular schedule.

Rev. 1/99, A. Schiff