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Procedures and Rules Contents

 

 

Procedures and Rules

IX. ARCHIVIST

  1. Function:

     

    1. The purpose of the Archives is to collect, preserve, and make available for research and reference use those official Network records and those related records of the agricultural information community of sufficient historical, legal, fiscal and/or administrative value to warrant permanent preservation. "Official Network records" include any and all documentation in any form produced or received by any member of the Network's Council or the Network's standing or special projects committees while engaged in the conduct of official Network business. "Agricultural information community" includes individual members of the Network as well as other individuals and organizations whose activities have relevance for the Network.

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  2. Appointments and Composition:

     

    1. The President appoints the Archivist for a two-year term, in the odd (or even) year with unlimited successive terms.

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  3. Duties and Responsibilities:

     

    1. The Archivist is responsible for preserving and maintaining, in an organized manner, a viable and accurate record of the Network's history including copies of all publications, relevant correspondence and reports, proceedings and memorabilia of the Network. These records should be available for use when needed;

     

    2. Notify all incoming officers and/or members of the types of materials to be saved for deposit in the archive;

     

    3. Maintain a record of costs required for the storage of materials in the Network archive

     

    4. Maintain a quick reference file on the history of the Network, Network officers, key events, etc;

     

    5. Periodically review and update this information. Annually review the contents of the archives and weed materials in accordance with the Guidelines;

     

    6. Report annually to the Network and membership and as appropriate;

     

    7. Maintain a procedure notebook that contains a quick guide to the contents of the archives along with the retention schedule. This notebook is to be passed onto each incoming Archivist.

     

    8. Although the Archivist is not a member of the Council, they shall have access to the Council's shared document server (currently NAL's SharePoint).