Exec reports - Archivist

Introduction

The Archivist:

• Maintains copies of Exec minutes, VOCENE's, Committee minutes.
• Writes up the annual VOC Grad Newsletter email
• Send newest copies of VOCJ to various libraries
• Looks after, organizes, makes available, does not lose, the Club's library.
• Looks after various other weird pieces of Club memorabilia, such as pictures, maps, awards.
• Updates and maintains photo albums, maps, and a journal index.
• Keeps some contact with members who have graduated, and is their main contact in VOC.
• A good position for a Clubroom organizer, and for someone who can explain what VOC is doing, to those who have graduated or passed on.

Instructions for the Archivist

March-April

• Send out VOC Grad Newsletter (email) to VOC alumni using the VOC Hustler's handbook
  • Best to send out before annual Old-timer VOCers' Silver Star ski reunion in early March.
  • Handbook is on VOC Google Docs account (VarsityOutdoorClub at gmail dot com)
  • Upload PDF copy of VOC Grad Newsletter to wiki and add link to VOC Grad Newsletter wiki page.

April

• Send to 2 VOCJ to Karl Ricker (check VOC Hustler Handbook for address)
• Post copies of VOCJ to various libraries

Current Exec Report

2011-2012

Archivist: Gili Rosenberg

Journal scanning

The journals have all been scanned. They still need to be proofed: Scanned Journals Check, and then corrections will need to be made by the archivist or other workhikers. We need to encourage people to do the proofing as a workhike. The actual editing itself might require using Acrobat Pro or similar. Once the pdf's are ready, they need to be sent to the webmaster to be uploaded to the website. This can be done by email or a dropbox account (or similar).

If journals need to be rescanned (or perhaps you just need to scan a single page), the cut up journals are in the cupboard on the left as you come in to the clubroom. They older ones were possibly pulled apart, newer ones were cut at Copyright for a few $.

Keeping our journals online

The collection of journals is here: http://www.ubc-voc.com/members/vocj It is now up to the Journal Editors and Archivists in the coming years to make sure that the new journal each year is uploaded to the VOC website for safekeeping. It should be in PDF format, in low resolution, typically 10-20MB. The new journal should be uploaded after the banquet each year, but it should NOT be made readable by the public until the following year.

Keeping an archive of our journals

It was decided to buy a memory stick annually and put the full resolution of the PDF of that year's journal on it and give it to the AMS' archivist for safekeeping. This should be done by the Journal Editor, please remind them of it, once the final version of the PDF is out. The first journal for which this was done is VOCJ 53 (2011).

VOC Archives Online

In 2010 Ignacio Rozada many boxes of yearbooks and photo albums (1944-1985) to UBC Archives for safe keeping and scanning. We finally got them back in April 2012 and they are now available online (to members only), at: http://www.ubc-voc.com/members/photo_albums. It is hoped that this online collection will be expanded by future archivists, by scanning materials in the clubroom or that are obtained from members and alumni. There is a collection of old VOC songbooks that have already been scanned which should be added to this (check VOC gmail account or perhaps ask Champagne).

There is also a catalogue of this material here: http://www.library.ubc.ca/archives/u_arch/varsity.pdf (file uploaded)

Library

The library was moved to the Gearmaster in 2012 - people check out books and return them just like gear. This has the advantage that we can see where each book is, sends out reminders and keeps things more organized. In addition, a set of guidelines was established regarding how long books can be taken out and in general how the library should be used. A wiki was established that includes these guidelines, a list of current books, a wish list, a purchase list, etc. Clubroom Library The guidelines were also uploaded as a doc file: (file uploaded). New books should be bought at the MEC member night whenever possible, since we get a 10% discount there.

Map Collection

Located in the cabinets in the far left corner. In 2012 they were labelled, instructions posted in clubroom on how to find the map you are looking for: (file uploaded)

Grad Newsletter

In past years it has been unclear who should send out the Grad Newsletter and various people have done it. I think it should continue to be the Archivist's responsibility and I wrote and sent it out this year. It covered what happened this year with huts, gear, how to buy a journal, etc. and you can see it on the VOC gmail account. I sent it to everyone listed as "VOC Hustler's Handbook" in the gmail contacts. The Silver Star Alumni crew was also sent a copy of Kathrin's "A Year in the VOC" article in March.

Work Hikes

This is a really good position for generating workhikes for new members, as the club never seems to have enough available workhikes. It might be good to save any big projects that you can recruit help on for the fall to take advantage of all the newbies who want to get gear privileges. For example, some workhikers once tidied up the library shelves in the middle of the year. An ongoing job that can be done by members who need a workhike is the VOCJ_index.

Sending the journals to libraries

Has been done by the Journal Editor in recent years.

To Do List

• Semi-weekly: take a look at the book library, move books that are out of category or other objects that don't belong (takes a few minutes)
• Check Gearmaster to see if any books are long overdue and email or phone these people
• Manage the proofing of the scanned journals and then fix them and give to webmaster to be re-uploaded
• Find more Archive worthy material in the clubroom or from members, scan it, and send to webmaster to be put online
• Buy books, preferably at MEC member night or other discounted purchase
• Soon after the banquet: send out our Grad Newsletter to the email list on the VOC gmail account
• Soon after journal out: remind Journal Editor to archive the full PDF on a memory stick and give to AMS Archivist

Past Exec Reports

It is my understanding that we now no longer file exec reports by years - just update the above when it is your turn to pass on the throne.

Exec report - Archivist 2010 - 2011
Exec report - Archivist 2009 - 2010
Exec report - Archivist 2008 - 2009
Exec report - Archivist 2007 - 2008
Exec report - Archivist 2006 - 2007
Exec report - Archivist 2003 - 2004
Exec report - Archivist 2002 - 2003

External Links

The UBC Archives have two items related to the VOC.