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Guide to the Society of California Archivists archives Mss 263
Mss 263  
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Collection Details
Table of contents What's This?
  • Conditions Governing Access note
  • Conditions Governing Use note
  • Biographical/Historical note
  • Custodial History note
  • Series Description
  • Scope
  • Preferred Citation note

  • Title: Society of California Archivists archives
    Identifier/Call Number: Mss 263
    Contributing Institution: Test UC Santa Barbara, Department of Special Collections
    Language of Material: English
    Physical Description: 42.0 linear feet 92 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.
    Location note: This Collection is stored in Annex 2
    General Physical Description note: 92 Document boxes, 1 oversize box, and one computer disk box, some digital files on the CEMA server

    Conditions Governing Access note


    Conditions Governing Use note

    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.

    Biographical/Historical note

    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)

    Custodial History note

    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.

    Series Description

    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.

    Preferred Citation note

    Society of California Archivist Collection, Mss 263, Department of Special Collections, University Library, University of California, Santa Barbara