PUBLIC "-//North Carolina Division of Historical Resources::North Carolina State Archives//TEXT (US::NcD::[ORG]::Society of North Carolina Archivists, 1983-2003. )//EN" "snca.xml" Society of North Carolina Archivists, 1983-2003 Processed by: Elizabeth Preston; machine-readable finding aid created by: Elizabeth Preston. North Carolina Division of Historical Resources
North Carolina State Archives 4614 Mail Service Center Raleigh, North Carolina 27699-4614 USA Phone: 919/807-7310 Fax: 919/733-1354 Email: archives@ncsl.dcr.state.nc.us URL: http://www.ah.dcr.state.nc.us/

© 2000 North Carolina Division of Historical Resources. All Rights Reserved.

 Machine readable fining aid created with XML authoring program. Date of source: August 18, 2003 Finding aid completed by Elizabeth Preston, August 18, 2003, 2003; Finding aid encoded by Elizabeth Preston, North Carolina State Archives, August 18, 2003 Description is in English. Society of North Carolina Archivists, 1983-2003 North Carolina State Archives, Division of Historical Resources Raleigh, North Carolina 27699-4614 Contact Information Division of Historical Resources North Carolina State Archives 4614 Mail Service Center Raleigh, North Carolina 27699-4614 USA Phone: 919/807-7310 Fax: 919/733-1354 Email: archives@ncdcr.gov URL: http://www.ah.dcr.state.nc.us/sections/archives/arch/default.htm Elizabeth Preston August 18, 2003 Elizabeth Preston August 18, 2003

© 2003 North Carolina State Archives. All rights reserved.

 Descriptive Summary Society of North Carolina Archivists, 1983-2003 Society of North Carolina Archivists The collection documents the activities of the Society of North Carolina Archivists (SNCA). SNCA was organized in 1983 in response to a report by the State Historical Records Advisory Board that called for the formation of a statewide organization to foster communication among those responsible for the state's documentary heritage. The Society held its first meeting in 1984. It holds two meetings each year, and offers programs and workshops of interest to archivists. The collection contains the minutes, correspondence, committee records, publications, and financial records of SNCA, and is divided into six series. 12 fibredex boxes and one oversized boxincluding minutes, reports, correspondence, photographs, publications, and miscellaneous materials. North Carolina State Archives, Division of Historical Resources Information for Users Access Restrictions

Available for research.

 Usage Restrictions

Copyright for photographs and other materials resides with the creators of the items in question, unless otherwise designated.

 Preferred Citation

[ORG] Society of North Carolina Archivists, 1983-2003. North Carolina State Archives, Division of Historical Resources, Office of Archives and History.

 Acquisition Information

Received from Officers of the Society; accessioned on March 4, 1988; December 11, 1989; December 17, 1991; February 12, 1992; May 18, 1992; August 16, 1995; September 14, 1995; April 22, 1996; July 22, 1996; June 23, 1997; May 27, 1998; December 21, 1999; September 25, 2000; and June 2, 2003.

 Processing Information

Elizabeth Preston.

Completed August 18, 2003.

 Organization History

A report, "Archives and Records Programs in North Carolina," issued in 1983 by the State Historical Records Advisory Board recommended the formation of an organization to "foster the exchange of ideas among professional archivists, librarians who bear the responsibility for historical records, and other persons involved in the care of manuscripts." Acting on this recommendation, Dr. William Price, Jr., chairman of the board and director of the North Carolina Division of Archives and History, called a meeting of archivists and manuscript curators from throughout the state. Approximately thirty archivists and curators, representing religious, academic, and governmental repositories attended the exploratory meeting in Raleigh in October 1983. This group formed a steering committee that began work drafting a constitution and bylaws for the creation of a statewide archival organization.

The first meeting of the Society of North Carolina Archivists was held in Chapel Hill on March 9, 1984. At that meeting the membership adopted the constitution and bylaws and elected a slate of officers, with Richard Shrader serving as the first president. A listing of the presidents and their tenures follows.

1984-1985Richard A. Shrader 1985-1986Cathy J. Morris 1986-1987Madeleine B. Perez 1987-1988William E. King 1988-1989Robert Benedetto 1989-1990Morgan J. Barclay 1990-1991Donna K. Flowers 1991-1992Sue Ann Cody 1992-1993Edwin Southern 1993-1994John Woodard 1994-1995Michelle A. Francis 1995-1996Dennis Lawson 1996-1997Linda McCurdy 1997-1998Jan Blodgett 1998-1999Russell Koonts 1999-2000Timothy Pyatt 2000-2001Ed Morris 2001-2002Diana Ruby-Sanderson 2002-2003Janis Holder 2003-2004Katherine Wisser

The original Executive Board was made up of five officers: the president, vice president/president elect, secretary/treasurer, and two members-at-large. In 1989, in response to a report from the Society's Long-Range Planning Committee, the board expanded to include a Publications chair, and the position of secretary/treasurer was split into two. Since then the board has further expanded, and now includes a Membership Chair, an Electronic Resources Chair, a Nominating Committee Chair, and a Development/Education chair, bringing the total board membership to eleven.

The constitution of the Society states that it will sponsor two meetings each year for the full membership, one in the spring and another in the fall. At each meeting the Society invites speakers and offers programs of interest to archivists at all levels of experience, who work with many different kinds of materials, and who operate in varying kinds of repositories, large and small. Speakers for these programs have included experts from within SNCA's membership as well as nationally known speakers, such as conservator George Cunha, and former presidents of the Society of American Archivists David Gracy II and Steven Hensen. The Society has cooperated with other organizations with similar interests, such as the Mid-Atlantic Archives and Records Conference and the South Atlantic Records Conference, to hold joint meetings to facilitate communication with archivists in other regions and states. SNCA also sponsors workshops at many of the twice-yearly meetings, including some offered through the Society of American Archivists and some created and offered by members of SNCA.

In addition to the twice-yearly programs and workshops, SNCA publishes a quarterly newsletter, The North Carolina Archivist, to inform its membership of the Society's activities and events or publications of interest to SNCA members. In the summer of 2002, the Society began publishing The Journal for the Society of North Carolina Archivists. The journal is scholarly in nature, with articles and book reviews contributed by the membership, and is published twice each year. SNCA has also published Archival and Manuscript Repositories in North Carolina: A Directory in 1987, and a revised edition in 1993.

 Collection Overview

Records of the Society of North Carolina Archivists include meeting minutes of the Executive Board; the files of the officers; correspondence; constitution and bylaws; financial records; committee records, including minutes, annual reports, and correspondence; records relating to the twice-yearly meetings and workshops; membership lists; and copies of publications. There are photographs of the steering committee and the first meeting of the Society, and some later meetings. The records also include eight audiocassettes of a steering committee meeting and early executive board meetings; and four computer disks holding copies of the Directory.

 Arrangement

This collection is organized into six series: Executive Board, Annual Reports, Full Membership Meetings, Committees, Publications, Other Materials.

Online Catalog Headings Archives--North Carolina. Archivists--Societies, etc. Societies and clubs--North Carolina. Society of North Carolina Archivists. Container List 1 Series 1. Executive Board

This series contains the files of the Executive Board, including the constitution and bylaws, financial records of the Society, and the files of the officers. Also included are meeting minutes, internal board correspondence, and records of the board's dealings with outside organizations.

 General Correspondence, 1985-1995; 1997-2003 Meeting Minutes, 1984-1996 2 Meeting Minutes, 1997-2003 Archival Certification, 1986-1988 Articles of Incorporation, 1984; 1990 Constitution and Bylaws, 1983-1984; 1988-1990; 1994; 1998; 2003 Financial Records: (see also Treasurer's Files, below) Checking Account Statements, 1986-1995 Market Access/Money Market Account Statements, 1986-1995 Michelle Francis Endowment Fund, (see Market Access/Money Market Account, above) 3 Share Statements (State Employees' Credit Union), 1994-1995 Short Term Investment Fund, 1996; 1999-2000 Statements of All Accounts (State Employees' Credit Union), 1995-1996 Taxes: Change of Accounting Period, 1990-1991 Employer Identification Number, 1984 Federal Income Tax Returns, 1984-1993 Tax Exempt Status: Federal: General Correspondence, 1989-1990; 1994-1995 Forms, 1990; 1994 State, 1984-1985; 1990 Refund of State and County Sales and Use Tax, 1984 Jones, H. G.: Address, (see Spring 1988 Full Membership Meeting) Resolution, 1994 National Historical Publications and Records Commission Grant Proposal, 1986-1988 Officers' Files: (Note that the positions of Secretary and Treasurer were combined until March 1989. Records dated before the 1989 split are filed under Secretary.) President, 1984-1994; 1997-2003 4 Secretary, 1984-1993; 1999 Treasurer: General Correspondence, 1989-2001 Reports and Budgets: General, 1984-2003 Full Membership Meetings, 1984-1989; 1991-1992; 1995-2000; 2003 Vice President (see also Program Committee, Series 4), 1984; 1988-1989 Publicity (of the founding of SNCA), 1983-1984 Society of American Archivists: Committee on Regional Archival activities, 1985-1986; 1990; 1993 Southern Archives Conference, 2001 State Capitol Society, 2003 State Historical Records Advisory Board: "Archives and Records Programs in North Carolina," Summary Report, 1983 "To Secure Our Legacy: The Future of North Carolina's Documentary Heritage," 1993 5 Series 2. Annual Reports

This series is comprised of the reports submitted to the board by committees.

 Directory Update Committee, 1991-1993 Program Committee, 1989-1990 Series 3. Full Membership Meetings

This series contains records pertaining to the twice-yearly meetings, joint meetings, and workshops sponsored by SNCA. The records in these files are primarily publicity mailings, agendas, handouts from the programs and workshops, and evaluations. For planning information, see the Program Committee files in Series 4.

 Regular Meetings, Spring 1984-Fall 1993 6 Regular Meetings, Spring 1994-Spring 2003 South Atlantic Archives and Records Conference (SAARC)/SNCA Joint Meeting, 1985-1986 SNCA/Palmetto Archives, Libraries, and Museums Council on Preservation (PALMCOP) Joint Meeting, 1994-1995 Mid-Atlantic Regional Archives Conference (MARAC)/SNCA Joint Meeting, 2000-2001 7 Workshops: "All-Day Exhibit Workshop," 1996-1997 "Fundraising and Grant Writing," 2002 "Getting Started with EAD," 1998 "Grants and Outreach: New Contexts for Managing Archives," 1998 "Management for Archivists," 1989-1990 "Managing Electronic Records," 1998-1999 "MARC/AMC Workshop," (see SAARC/SNCA Joint Meeting, above) "Selling Your Program: Public Relations for Archivists, Curators, and Librarians," 1991-1993 Survey of Church Archivists, 1984 Series 4. Committees

This series contains committee records, including correspondence, meeting minutes, and records pertaining to projects for which each committee is responsible. The committees are divided into Ad Hoc and Standing committees, and then arranged alphabetically.

 Ad Hoc: Bylaws, 1999-2000 Directory: General Correspondence, 1985-1988; 1990-1991 Meeting Minutes, 1986 Financial Reports, 1986-1988 Directory Update: General Correspondence, 1990-1994 Meeting Minutes, 1991-1992 Financial Reports, 1991; 1993 Long-Range Planning: General Correspondence, 1987-1988; 1991-1992; 2001-2003 Meeting Minutes, 1988; 1992 Reports, 1988; 1993; 2003 8 SNCA/State Historical Records Advisory Board (SHRAB) Joint Education: General Correspondence, 1993-1996 Stagville Summit, 1993 Standing: Development: General Correspondence, 1998-1999 Meeting Minutes, 1998 Education: General Correspondence, 1995; 1998-1999 Gene J. Williams Award: General Correspondence, 1998-1999 Winning Submissions, 1998-1999 Mentoring Project, 1998-1999 Regional Caucuses, 1999 Electronic Resources: (Formed by 2002 amendment to the Constitution. Prior to 2002, the Webpage was administered by the Publications Committee, and the Listserv was administered by an individual.) Listserv, 1997 Webpage, 1996-1997; 2001-2003 Membership: General Correspondence, 1989-1994; 1996; 2000; 2002 Mailing and Membership Lists, 1984-1992 Membership Directory, 1993-1996; 1998 Membership Surveys, 1984-1985; 1988-1992 Nominating: General Correspondence, 1984-1988; 1990-1994 9 Publications: General Correspondence, 1988-1991; 1996 Brochure, 1990-1991; 1994 Logo Design, 1989-1991 Newsletter, 1984-1992; 2000; 2003 (see Series 5 for copies of the newsletter) Program Committee: General Correspondence, 1989-2003 10 Meeting Minutes, 1989-2003 Steering Committee: General Correspondence, 1982-1984 Meeting Minutes, 1983-1984 Series 5. Publications

This series is comprised of a copy of the 1987 edition of Archival and Manuscript Repositories in North Carolina: A Directory, volumes of The Journal for the Society of North Carolina Archivists, and copies of the newsletter, The North Carolina Archivist.

 Archival and Manuscript Repositories in North Carolina: A Directory, 1st edition, 1987 Journal for the Society of North Carolina Archivists, volume 1, number 1-volume 2, number 1 (2002-2003) The North Carolina Archivist: Newsletter of the Society of North Carolina Archivists, volumes 1-49/50; 59-67; 69 (1984-1997; 2000-2003) Series 6. Other Materials

This series contains a framed proclamation, audiocassettes, computer disks, and photographs.

 11 Archives Day Proclamation, 1984; 1994 12 Audiocassettes: Executive Board Meetings, 1984-1985 Steering Committee Meeting, 1983 13 Computer Disks: Directory, 1987; 1993 Photographs: Exploratory Meeting, 1983 Steering Committee Meeting, 1983 First Meeting of the Society, 1984 First Executive Board Meeting, 1984 Negatives used for Directory, 1987 Fall Meeting (slides), 1987 Fall Meeting (candid color prints), 1994 Spring Meeting (candid color prints), 1995 Executive Boards, various dates Related Material:

Additional information on topics found in this collection may be found in the Manuscript and Archives Reference System (MARS) at http://www.ncarchives.dcr.state.nc.us

Information on the Society of North Carolina Archivists may be found at http://www.ncarchivists.org