“Protecting C.A.'s Future By Preserving C.A.'s Legacy” · 2017: Southern Colorado 2019: Portugal, Thailand, Mainland Europe Region ... Europe Region Southern Ontario C.A. Archives

“ProtectingC.A.'sFutureByPreservingC.A.'sLegacy”

1982:CA1986:TX,WA,NY,CT,IL,GA,MI,AZ,NM,TN,WI,MI1987:OR,ID1988:OH,UT,PA,CAN,DC,MN,OK,CO1989:NE,KS,FL,ME,PQ-CAN1990:VA,LA1991:RI,AL,MA1992:NC1993:Europe1994:AR1995:IN,NJ,DE1996:NV,ONT-CAN,UK1997:AK1998:BC(CAN)1999:KT,CAN-Maritimes2013:Peru,Russia,Switzerland2015:Denmark2016:CentralUK,London,AntelopeValley2017:SouthernColorado2019:Portugal,Thailand,MainlandEuropeRegion

WhyaC.A.AreaArchiveisImportant

• ThehistoryofourC.A.fellowshipisavitalandinformativeresource.

• Weneedalwaysacknowledgeourbackgroundinordertosecureourcollectivefuture.

• Historicrecordshelpustosiftthroughourday-to-dayexperienceinrecoveryandreachbackforthesharedexperienceofthepast.

• Sortingthemythfromthefactswecanensurethatouroriginalmessageofrecovery,unityandserviceremainsthesameinourever-changing,growingandexpandingFellowship.

“ProtectingC.A.'sFutureByPreservingC.A.'sLegacy”


C.A.AreaArchivingGoals

• Developanarchivespolicy:clearlydefineitspurpose,goalsandthetypeofmaterialitwillacquire.

• AcquireappropriateC.A.material:activelygatherrecordsfromtheDistrict/Area/GroupandtheC.A.Fellowshipatlarge.

• Beresponsibleforthearchivalholdings:knowwhatmaterialisinthearchivesandwhereitcamefrom;storingthearchivesproperlyandsecuringitagainsttheft,damage,andenvironmentalorhumanhazards.

• MakearchivalmaterialsavailableforusebytheC.A.fellowship.


C.A.AreaArchivesCommittee

• Itisusefulforanarchivetobemaintained,withintheservicestructure,byanelectedorappointedChairandCommitteeresponsibleforitscareandgrowth.

• AnArchiveCommitteewillhelpdeveloppolicyandproceduraldecisions,andraiseawarenessaboutthearchivesinthelocalC.A.fellowship.

• EstablishingacommitteecomposedofC.A.members,andaskingfortheiradviceandassistancewitharchivaldecisions,willencourageC.A.memberinterestinthearchives.


BuildinganArchiveinYourC.A.AreaorDistrict

• Collection• Protection&Preservation• Cataloging• Presentation


C.A.AreaArchiveCollection

• CollectpertinentdocumentsandartifactscreatedbytheC.A.AreaCommitteesandC.A.AreaConventionCommittee.

• CorrespondwithallAreaC.A.CommitteesandyourlocalC.A.Fellowshiptoacquireitemsfromolderorganizingmembersandtrustedservants.

• DevelopapresenceforarchivalitemstobedisplayedatAreaandRegionalConventions.



ThefollowingorganizationalcategoriesaresuggestedintheWSCArchive

CommitteeGuidelines:

• Audio(A):SpeakerTapes&CD’s,PSA’s,ConventionTapes&CD’s,Memberinterviews

• Books(B):HFCI&II• Ceramics(C):Coffeemugs,teacups,

glassware,plates.

• Chips(CH):Plastic,metalandcommemorativeC.A.tokens,EternityandPrincipleschips.



• Digital(D):Electronicfilesincluding,PSAs,Emails,Scanneddocuments,Images,etc.

• LargeFormat(LF):Steps,Traditions&Conceptsbanners,andallotherlargedisplaybanners,posters,etc.

• Miscellaneous(M):Thingsthatdonotfallintoanyoftheothercategories.

• Objects(O):Godboxes,umbrellas,mousepads,artwork,jewelry,vases,golfballs&tees,keychains,buttons,plaques,etc.


C.A.AreaArchiveCollection• Pulp(P):Allpaperdocumentation,including:

– AreaMinutes,PolicyandProcedures,VariousAreaCommitteeMinutes

– AreaIncorporationDocuments,BoardofDirector'sMinutes,Bylaws

– MeetingDirectories,EventFliers– AreaConventionManuals,Minutes,RegistrationandProgramPamphlets,Ephemera(tickets,flyers,etc.)

• Textiles(T):Allfabricitems-T-shirts,jackets,hoodies,sweatshirts,sweatpants,shorts,boxers,polo,baseball,soccer,etalshirts,ballcaps,quilts,clothbanners,bandanas,towels,etc.


Protection&PreservationYourarchivalcollectionoughttobestoredinan

areathat:

• Isfire-resistantwithfireextinguishers,smokeandheatdetectors,freefrompossiblefloodingorwaterdamage.Keepallarchivalmaterialsonshelvesandoffthefloor.

• Isfreeofinsects,rodents,mould,orfungus.• Isconsistentintemperatureandhumidity.

Useadehumidifierorairconditionertocontrolthetemperature.

• Haslittleuncontrollednaturalorfluorescentlight.Usecurtains,shades,lightfilters,orincandescentlights.

• Islargeenoughforyourcurrentarchivesandfornewacquisitions.Expectagrowthrateof10%ayearforfiveyears.


SouthernOntarioC.A.ArchivesRoom

Note:Textileshungingarmentbags(left),documentsinMylarsleeves,organizedbyyearinbinders,de-humidifier(lowerright)formoisturecontrol.


Protection&Preservation• Pulp(P):– Itemssuchas,fliers,newspaper,magazinearticles,tickets,photographs,oughttobedigitallyscanned(ifthereisnoassociatedelectronicfile).

– Documentsoughttobeplacedinacid-freeMylarsleevesandstoredineitherbindersoracidfreeboxes.


Protection&Preservation• Textiles(T):

– Allfabricitems-T-shirts,jackets,hoodies,sweatshirts,sweatpants,shorts,boxers,polo,baseball,soccer,etalshirts,ballcaps,quilts,clothbanners,bandanas,towels,etc.

– Fabricsoughttobecleanandhungonpaddedfabrichangers(withoutputtingstrainontheshoulders,collar,orsleeves)andstoredinlinenclothingbagsorarchivalfabricstorageboxes.

– Dangerstoalltextilesinclude:light(bothartificialanddaylight),dirt,dampness,insects,andexcessiveheat.

– Forlong-termstorage,findaspacethatisdryanddarkwithacool,eventemperature.


Protection&Preservation• Electronicfiles,scanneddocumentsandphotographedmemorabiliabacked-upto3digitalstoragemedia,suchasathumb-drive,externalhard-drive,orcloudstorage.

• Backupcopiesshouldtobeprovidedto:1 C.A.AreaCommittee,2. TrusteeassignedtotheArchiveCommitteeand

3. theWorldServiceOfficec/oArchiveCommittee.


CatalogingYourArchives• EachmemberoftheArchiveCommitteeoughttobe

assignedsomepartofthearchiveandberesponsibleforsortingitemsbytype.Forexample:– Code:(T)Textile– Title:2009Black,Short-sleevet-shirt.– Type:C.A.Convention2009Memorabilia.

– Description:Original.Usedasafundraisingitemforthe2009C.A.Convention.

• EachitemoughttobeaddedtoaC.A.ArchiveLedger,whichwillbeattachedtoeachboxidentifyingthecontentsofeachbox.

• Keepamasterarchiveledgerorspreadsheet,containingdetailsofallentries,boxes,linenbags,etc.


Presentation:MakingYourC.A.ArchivesAvailable

SouthernOntarioCocaineAnonymoushasanonlinewebsitethatwascreatedandiscurrentlymaintainedbytheSOCAArchivesCommittee.Here,C.A.Membersarewelcometore-experience20yearsofarchivalconventionhistoryinSouthernOntario.MemberscanlistentoC.A.speakers,downloadtheC.A.programforthatspecificconventionyear,seethelogo,theme,whichC.A.memberswereinvolved,andmore.

http://www.socaarchives.org


Presentation:MakingYourC.A.ArchivesAvailable

EveryConventionyearinSouthernOntario,theSOCAConventionCommitteedisplaysallthepreviousyearsLogos&ThemestotheC.A.membershipandhostsa“Logo&Theme”Contesttoinspirecurrentmemberstocreateandthemeandlogo.SubmissionsaredisplayedattheConventionandtheC.A.membershipvotesfortheirfavoriteentry.


Preserve&ProtectYourC.A.AreaHistory!

ContacttheArchiveCommitteeforTheC.A.WorldServiceConferenceCommittee’s

ArchivingGuidelinesforC.A.Areas&[email protected]

"Ifwefailtounderstandourhistory,wearedoomedtorepeatit.“

BillW.