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Documenting government | Promoting history | Securing rights
July 2016


CoSA Awards Recipients Announced

John Dougan, chair of the CoSA Awards Committee is pleased to announce the following recipients of this year's awards:
Victoria Irons Walch Leadership Award:  Kathleen D. Roe
Kathleen D. Roe is the epitome of what the Victoria Irons Walch Leadership Award represents.  Her nearly 40 year career at the New York State Archives, her involvement with the Council of State Archivists (CoSA), the National Association of Government Archives and Records Administrators (NAGARA), and the Society of American Archivists (SAA), and her leadership in advocacy for the archival profession make her an excellent candidate for the Walch Award. 
Rising Star Award:  Massachusetts Archives and partners Simmons College and the Massachusetts Library Board of Commissioners for development of the Massachusetts Municipal Clerks Archival Education Program
Responding to a need across the state, the partners pursued and received multi-year funding from the NHPRC to develop and implement training for municipal and county clerks in preserving the archival records under their care. The program consists of a beginner course that includes five modules covering basic archival practices (Provenance, Appraisal and Acquisition, Preservation, Description and Arrangement, Outreach and Advocacy) and an advanced course, consisting of four modules focusing on electronic records management and digital preservation. 
CoSA-NHPRC SHRAB Award of Merit:  Oklahoma SHRAB
In 2015, the Oklahoma Historical Records Advisory Board (OHRAB) supported a variety of activities designed to help Oklahoma historical records repositories in libraries, archives, and museums save records, provide access to them, and let people know they are available. 
Join us for a reception at the CoSA-SAA Annual Meeting to celebrate these outstanding individuals and programs on Thursday, August 4th in the Hilton Atlanta.  The cost is $20 per person (awardees and new state archivists attend for free) and includes a variety of hot and cold appetizers and a cash bar.  The reception is made possible, in part, with support from APPX Software and Gaylord Archival.

Please take a moment to fill out the short survey to let us know if you are planning to attend the Reception.  Payment must be received by Wednesday, July 27th by check or credit card.

Barbara Teague Elected SAA Fellow

Barbara's nomination cited her many contributions to CoSA and SAA, and her extraordinary willingness to share knowledge and expertise through partnerships across the field.  Barbara is a consummate professional who is most deserving of this honor.  Congratulations!
New Fellows will be recognized at Plenary 1 during the CoSA/SAA Joint Annual Meeting at the Hilton Atlanta on Thursday, August 4th.  A reception recognizing Barbara and CoSA's award recipients and new state archivists will be held Thursday evening, 6:30-8:00 pm at the Hilton Atlanta.     

Resource Center Expansion

The Program Committee is working on the expansion of content in the resource center.  The Committee is requesting that members share materials they may be producing suitable for the website. 

Existing topics in the resource center focus on those materials that were migrated from the PERTTS Portal and are thus concentrated on electronic records.  The Committee would like to expand topics to include resources on non-digital topics, including best practices, updated IPER documents, program initiatives, policies, public engagement, programing, and any other documents that might be useful to your colleagues in state archives.  These resource can take the form of forms/samples, policies/guidelines, standards, and tools, preferably uploaded in document forms (.pdf, .rtf, .doc) rather than web sites as CoSA does not have time to be constantly updating broken links.. 

If you have a resource that you would like to share, please visit CoSA's Resource Center and login.  You can then chose to "Submit Resource."

Then, enter the Resource Name and the Resource Type from the drop down menu.  You will then be asked to fill in the details on the resource.  If there is a topic that does  not fit with your document, please let Donia or Becky know and we can add a topic for you.

Once you have completed your description, you can submit the resource for approval.  Once approved, it will show up in the Resource Center for all you colleagues to access.

SERI PR Workshop in Puerto Rico

SERI Steering Committee members Sarah Grimm (WI), first row, second from right, and Sarah Koonts (NC), first row, right, presented a 2-day electronic records workshop to staff of the Puerto Rico Territory Archives and several state agencies as part of the scholarship portion of the IMLS grant.  

Introducing the CoSA Forum

As CoSA continues to improve and enhance our communications with members, we are adding more ways to deepen member and stakeholder engagement beyond our monthly member webinars and quarterly newsletter. 

One of the ways that the Program Committee is achieving this is through building communities of practice within the CoSA membership.  Communities of practice are groups of peers who share a common concern or a passion for something they do and learn how to do it better as they interact regularly with each other – not dissimilar to the sections and roundtables in SAA. 

To that end,  CoSA’s new Public Services Community of Practice is a largely self-directed and self-regulating group – in other words, you choose what you want to talk about and when.  To support the communication, CoSA is proud to welcome you to CoSA's new forum: Public Services Community of Practice. This is a space for anyone who works at a state archive to ask questions, share concerns, and help their colleagues. We hope that this forum proves helpful to all of you!


Using the new CoSA Forum

Login to the website

If you do not have a login for the website, simply register to the main site, and you will automatically be added to the forum.

Click on Forum in the blue dropdown menu from the Home page.

Select the category and topic you are interested in

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 To post a new topic in a forum, click "New Topic"


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 To post a reply to a topic, click "Post Reply"

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To subscribe to a topic to get email notifications of new posts, click on the wrench drop down and select “Subscribe topic"

Please post frequently and respectfully

CoSA Member Webinar and Preservica Webinar Recordings Now Available

Slides and recordings for all of the CoSA Member webinars through June and all of the "How-To" Preservica webinars are now available.  Please feel free to share if you know people who are interested in these topics.

State of the State Archives:  This issue's highlight

The number of state archives actively providing services for local government records increase overall. 

The number of state archives that actively serve as a repository for local government records increased to 25 in 2012. The services most frequently provided to local governments by state archives are training, writing records schedules, and approving schedules. Some 36 state archives actively provide training to local government officials and employees, 34 states now write schedules, and 42 approve schedules.

Member Highlights

SAA Issues and Advocacy: The Division of Archives and Records Management in NJ: Bill S-1784


There is a New Jersey archives issue that came up during a NJ MARAC meeting on July 6th. There's an effort to push back on bill S-1784, which would permanently split the archives and records management functions of the state and make records a  function of the treasury department. In addition to this, funds meant to be allocated to records management have been diverted to the state General Fund.

In Memorium: Clarence Davis

On Wednesday, June 25, 2016, Clarence Davis of Washington, DC passed away. Davis was the Administrator of the DC Archives who lived and breathed our history and would not let us forget D. C. Emancipation Day. He was a scholar and a gentleman and will be truly missed.
Shared with CoSA by  Cynthia Brock-Smith

State archives accessible online with new Google partnership


The California State Archives is teaming up with the Google Cultural Institute to make its exhibits available worldwide and online.

The project means audiences can experience state artifacts and records in a digital format. Three collections are now available online, and the office plans to expand the offerings in the future.

Touring the new State Library, Archives and Museum building

State Libary

The  new Father Andrew P. Kashevaroff State Library, Archives and Museum, widely known as the SLAM building, opened in Juneau, Alaska on June 6th.

WHRAB Strategic Planning


This week the Wisconsin Historical Records Advisory Board conducted a strategic planning retreat in Madison to better serve Wisconsin’s record keepers and users of the historical records.  The retreat was sponsored with a state board program grant from the National Historical Publications and Records Commission, the granting arm of the National Archives and Records Administration. 
NHPRC support allowed us to bring Michelle Gallinger to facilitate the statewide planning effort.  Photos by board member Anita Doering.

A Texas-sized cloud storage challenge


The Texas State Library and Archives Commission had a Texas-sized job on its hands when it was tasked with securely preserving all the records produced during former Gov. Rick Perry’s administration.  Those materials totaled some seven terabytes of data and 4,000 cubic feet of paper. On top of that, there were 26 terabytes of other electronic records.  According to Jelain Chubb, the state archivist and director of the Archives and Information Services Division at TSLAC, data included everything from digitized audio cassettes from the Texas State Senate to video files, emails, databases, maps, photo collections, post cards and more.

The Pennsylvania State Archives will have a new home by the year 2020

“I envision a beautiful building that is very, very welcoming,” State Archivist David Carmichael said.

How do you move 250 million state documents?


The Pennsylvania State Archives move to a new building as presented by WGAL News 8.

State archives building headed to IUPUI campus

Iarchives-factbox.gifndiana’s bicentennial year is more than half over, but several construction projects commissioned to celebrate the occasion are still developing—with announcements coming soon.

State officials say they are making “good progress” on securing the money for two key projects: a long-awaited, $25 million state archives building and a $24 million Bicentennial Inn at Potato Creek State Park.

Utah offering grants to preserve historical records


The Utah State Archives and Records Service, in cooperation with the Utah State Historical Records Advisory Board, is offering grants to nonprofit organizations and local governments for historical records preservation projects.

Items of Interest

Upcoming Grant Deadlines

Upcoming Events

Support provided in part by contributions from the following sponsors:

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