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

(this is incomplete, the text below was mostly copied from Laura's exec report last year and will be updated in the future)

Things to add:

• Library moved to Gearmaster
• Renewal emails
• Map collection

To be done / completed:

• Journal scanning
• Putting some archives online
• Ski maps for Brew and Phelix?

The files for the journals that were scanned by Ignacio are both on the website and on a disk in the clubroom (in the cupboard with the old journals in it). All the journals that have been ripped apart and scanned by Phil should now be on the website, the ones that are missing are the editions that I couldn't find duplicates for. The older editions come apart easily but you might need to take the modern ones to Copyright to get them to cut off the spines. There might be some duplicate editions in the huts (I think Brew Hut has a lot of old journals) or you could figure out a way to re-bind them after scanning. I know there are a lot of old scanned yearbook photos around from several years ago, probably in the clubroom computer, and nothing has ever been done with them as far as I know.

The library is still run by the inefficient book sign out system. I moved the books around to new categories on the shelves, and checked what was missing at the beginning of the year (not much but it's hard to tell if they weren't signed out) but didn't do much else to them.

Sending the journals to libraries has been done by the Journal Editor in recent years, I didn't do it this year.

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.

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. I had a couple of people tidy up the library shelves in the middle of the year, for example. An ongoing job that can be done by members who need a workhike is the VOCJ_index.

Books bought 2010-2011

50th anniversary edition of Freedom of the Hills
Staying Alive in Avalanche Terrain
West Coast Ice
Canadian Rock
Squamish Bouldering
Whitewater in Southwest British Columbia

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.