Exec reports - Archivist

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Revision as of 15:32, 26 April 2012 by imported>Gilirosenberg (→2011 - 2012)
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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 link title Things to add:

Journal scanning The journals have all been scanned. They still need to be proofed (http://www.ubc-voc.com/wiki/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).

Library sign out The library is now run on the Gearmaster - 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.

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.

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

The UBC Archives have two items related to the VOC.

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