General Guidelines

Archivist

  • Creates a retention policy and schedule for the Chapter.
  • Communicates with the Executive Committee to advise what chapter documents and communications must be retained and submitted to the Chapter Archives.
  • Receives files from the Executive Committee, retains local electronic copies of active and important Chapter records, prepares files for submission to the Chapter Archives, and communicates with the ARLIS/NA Archivist at the University of Illinois at Urbana Champaign to transfer files for permanent retention.
  • Works closely with the Chapter Website Administrator to ensure that all Chapter documents which are primarily or solely available on the website are archived. These include, but not limited to, the Bylaws, Annual Reports, Officers Roster and Duties, issues of The Medium, and Membership Rosters.
  • Advises the Executive Committee as to when it might be advisable to change guidelines, procedures, or policies.

Secretary

  • Retains files generated while in office, and passes these onto the successor.
  • Receives predecessor’s files, passes these to the Chapter Archives upon leaving office.
  • Submits to the Chapter Archives: approved meeting minutes, meeting agendas, and other important documents generated while in office.

Treasurer

  • Retains files generated while in office, and passes these onto the successor.
  • Receives predecessor’s files, passes these to the Chapter Archives upon leaving office.
  • Submits to the Chapter Archives: financial reports, all tax filings, and other important documents generated while in office.

Vice-President/President-Elect

  • Retains files generated while in office (to be held through term as President also – see below).
  • Submits to the Chapter Archives: issues of The Medium, and other important documents generated while in office.

President

  • Retains files generated while Vice-President and President, and passes these onto the successor.
  • Receives predecessor’s files; and passes these to the Chapter Archives when leaving office.
  • Submits to the Chapter Archives: annual reports, monthly reports, midyear reports, and other important documents generated while in office.

In addition, it is recommended that the Executive Board retains, updates, and passes onto the Chapter Archives, copies of the following:

  • Tax-Exempt files (information concerning the Chapter’s tax status)
  • Bylaws (copies of current and past versions of Chapter bylaws)
  • Lists/History files (lists of past officers, member rosters, past annual meeting dates and locations, editorial history of The Medium)

In addition, the Chapter Archives are to include the following items:

  • Complete run of The Medium.
  • Complete set of minutes of the annual meetings of the Texas-Mexico Chapter.
  • Complete set of annual reports of the Texas-Mexico Chapter.
  • Complete set of bylaws of the Texas-Mexico Chapter.

Last Update January 2020

Archives Storage and Access Guidelines

Storage

  1. Physical Chapter records are stored by the Museum of Fine Arts Houston. These boxes will move to the ARLIS/NA Texas-Mexico Chapter Archives at the University of Illinois at Urbana-Champaign in 2020.
  2. The building where the chapter archives boxes presently reside at the MFAH is climate and pest controlled.
  3. The materials are not processed or indexed by MFAH staff, but will be processed by the ARLIS/NA Archivist at UIUC once the transfer is complete.
  4. The MFAH staff does not assume responsibility for accidental damage or loss of any materials, but will do due diligence to ensure their safe relocation to the permanent home at UIUC.

Access

  1. Current ARLIS/NA Texas-Mexico Officers are granted automatic access to the chapter archives.
  2. To obtain access to stored files, the requestor must have a letter of approval from a current officer of ARLIS/NA Texas-Mexico and make an appointment with the Museum of Fine Arts Houston Hirsch Library staff for a viewing time (A phone call or email may substitute for a letter). One working day advance notification is required.
  3. Access must be to the full box. Portions of the files will not be pulled.
  4. The current Archives policies and procedures of the MFAH should be followed.
  5. Telephone reference questions will not be answered in relation to the materials.

Transfer of Records

  1. Materials should be sent to the chapter archives annually in the spring.
    • Physical records may be sent to Hirsch Library staff before the transfer to UIUC begins (tentatively spring 2020).
    • Electronic records may be uploaded to the Chapter Google Drive account. The chapter website administrator will provide incoming and outgoing officers with directions on file submission in the spring.
  2. Transfers should not exceed one linear foot per annum for physical records and 50 MB for electronic records.
  3. Archives must be notified two weeks prior to shipment for physical records. The website administrator will monitor the Google Drive account for newly added electronic records.
  4. Physical documents must arrive in labeled gray Hollinger cases. Electronic documents, other than images, uploaded to the Google Drive should be in PDF/A format whenever possible.
  5. Electronic documents may be sent to the Chapter Archives by contacting the Chapter Archivist. If this position is vacant, officers may upload items to the Chapter Google Drive. Access to the Google Drive is granted by the Website Administrator.

Review of Procedures

  1. The arrangement for storage and access will be reviewed as needed at chapter meetings.
  2. The Chapter Archives Procedures will be reviewed accordingly.

Last Update January 2020.