|Posted by Club_Epic aka Walt on August 9, 2016 at 10:40 PM|
GSAA Archivist Qualifications
Term of office: 1 year
Suggested sobriety: 2 or more years
Suggested previous service experience:
Service at the group level, face to face or online group. Example: Chairperson, Secretary, or Treasurer.
Other suggested qualifications: At least (18) months as a group member.
Familiar with our AA literature pertaining to groups and service, including: "Twelve Steps and Twelve Traditions" (the Traditions parts), "The AA Service Manual," "Twelve Concepts for World Service" (at least the illustrated version); "AA Guidelines" (the entire set), and the pamphlet "The AA Group."
The function of the archivist can be considered therefore to be twofold: primarily, a custodial responsibility for assuring the physical integrity of the collections of records including minutes, motions, vote outcomes, group principles and group bylaws and ensure and its availability to group in a concise and sorted format.
Duties and Responsibilities:
Like the all GSAA positions, Archivists need to be good all-around group servants.
Maintain minutes of all(since GSAA's inception in 2012) prior business meetings.
Assists Vote Counter in maintaining the group membership and service rosters(WE DO NOT DO THIS CURRENTLY, only Group Chairperson has access to members of GSAA and no Private Message Function right now. ITR is aware of this.)
The Archivist can vote, introduce motions, and participate in discussion and should be preset at all business meetings.
The Archivist should keep a repository of minutes, in addition to:
1. Officer’s reports, if any were made during the meeting.
2. The exact wording of any motions introduced, and their fate (passed, defeated, referred to committee, or tabled).
3. If motions were referred to committee, make sure the group specifies the duties of the committee and when their report should be delivered to the full business meeting.
4. Develop to the best of his/her ability an archive of votes take, dates they took place and be able to access during business meetings for the group to make group conscience decisions using factual historical information.
If at any time the Archivist is unclear about something, he/she should ask Members who were responsible for the motion or the vote for clarification from the individual and the group immediately.
Taken from the AA Guidelines Archives, from GSO, Box 459, Grand Central Station, NY, NY
The archivist is the person responsible for the collection, including documents, books, recordings, and artifacts. He or she maintains the physical integrity of the collection, and also develops an index, inventory, and/or finding aid, to provide easy ways to search and access the collection. The archivist is also responsible for ensuring the protection of the anonymity of members, and the confidentiality of all A.A. records. In most cases, the archivist regularly reports to the local A.A. entity that supports the work, giving updates on current projects. It is desirable that the archivist take at least an introductory course in archival science or library science, and have a membership in a local archivists’ organization.
The function of the archivist can be considered therefore to be twofold: primarily, a custodial responsibility for assuring the physical integrity of the collection and its availability to persons with a valid reason for study; and also a parallel and critical role of information gatherer. The archivist gathers facts and documentation, from both the distant and recent past, to preserve A.A.’s message. Bill W. urged that archives are needed “so that myth doesn’t prevail over fact.” In a real sense, A.A. archivists are “keepers of the past.”
At a very basic level, archivists do four things with an archives
1. Organize it: Sort the collection somehow; chronologically, alphabetically, by subject, and/or by type of object, in a sensible manner.
2. Catalog it: Create a searchable list or inventory describing each item in the collection.
3. Preserve it: Perform preservation tasks, from the very simple to the very complicated, to prolong the life of the item.
4. Let people know about it: Create exhibits and displays, publish articles about the archives in a newsletter, provide research access, and give information to those who have questions.