Handbook of the Society of California Archivists

Handbook, Bylaws, and Policies

  1. SCA Handbook / Part 3 Committees / 3-4 Communications and Outreach Committee

3-4 Communications and Outreach Committee

General Description

This committee exists to facilitate and maintain various means of communication between SCA leadership and members, as well as among SCA members. Such means of communication are focused around but not limited to SCA’s website, and could include e-mail blasts, West_Arch listserv, interactive platforms such as social media sites, and electronic tools for reaching out (surveying, educating, etc.) to the membership. The committee works closely with the SCA Board, all other SCA committees, task forces, and groups that wish to communicate to a broad swath of SCA’s membership.

This committee also disseminates information about the archives profession, SCA members and their institutions among the general public; promotes increased diversity within SCA; brings an awareness of the existence and functions of SCA to related professions such as librarians, historians, museum professionals, and records managers, and assists in the publicizing of SCA activities and events. Additionally, because of the particular value in recruiting entry-level professionals, the committee reaches out to student groups, undergraduate history students, and others who might consider archives as a career.

Composition of the committee and terms of office are defined in Handbook section 3-1 and governed by the Bylaws.

Website Blog Posting Policy

Ability to post to the blog is restricted to SCA Board Members, SCA Committee Chairs, and guest bloggers from the SCA general membership. Any non-members wishing to post content to the blog would need to contact the Communications & Outreach Committee Co-Chairs and provide the content to be posted on their behalf. Guidelines for submitting SCA blog content are found at https://calarchivists.org/resources/Documents/Blog/Guidelines%20for%20SCA%20Bloggers2022.pdf. Criteria for posting content is the same as posting any content on the homepage: it should be directly relevant to SCA and/or refer to a SCA publication. Committee Chairs are encouraged to promote committee activity on the SCA Homepage, especially Publications, which should share newsletter content.

Social Media Posting Policy

Ability to post to social media (Twitter, Facebook, Instagram, Tik Tok, etc.) is restricted to SCA Board members and designated Communications & Outreach Committee members. This may be expanded on a case-by-case basis to allow for SCA general members to post.

West_Arch Listserv Policy

“West_Arch” is the Western Archivists Listserv, the email list for the following archival organizations in the Western United States:

The listserv is intended for official communications of the above organizations and as a means for archivists and other professionals and individuals who are interested in and/or tasked with collecting, caring for, and providing access to the documentary heritage of the West to share information, including job openings. Job announcements must adhere to the SCA salary transparency policy at https://calarchivists.org/West_Arch_Listserv. The listserv is also a professional resource for members to query their peers about issues/problems in their day-to-day work. Submissions to the listserv will be approved on the basis of their adherence to this policy. The listserv is not intended for the solicitation of products or services outside the scope of educational events regarding the archives profession.

Responsibilities

General responsibilities are outlined in Handbook section 3-1. C&O is responsible for:

  1. Designing, organizing and maintaining the SCA web site. The Committee makes minor changes, cosmetic or otherwise, in compliance with the SCA Identity Guidelines (SCA Handbook section 1-8-3). Large changes, such as adding or removing entire sections of content or major redesigns, are sent to the Board for approval.
  2. Publicizing and promoting SCA activities through newsletters of allied organizations, listservs, Archives Month, and other public forums.
  3. Creating, distributing and disseminating educational pamphlets, brochures and other materials.
  4. Creating and supporting presentations or panels at meetings of allied organizations.
  5. Communicating to SCA members via the Newsletter and social media channels news of appropriate events sponsored by allied professionals.
  6. Ensuring consistent ease of maintenance and access to the SCA web site by using a reliable commercial web hosting site.
  7. Reviewing the SCA web site regularly to ensure it remains responsive to the needs of the membership. Reviews should consider the web site’s usability and include systematic updates to design and organization leveraging current supported templates. Fuller evaluations should take place at least every three years. It is recommended that these evaluations take place during the chair transition period.
  8. Notifying Board Members and Committee Chairs about SCA web site content under their purview that is outdated or inaccurate.
  9. Investigating, implementing and maintaining additional means of electronic communications. Such means are ancillary to the SCA web site; they can include social media sites, listservs, and electronic tools for reaching out (surveying, educating, etc.) the membership.
  10. Moderate and manage membership of the West_Arch listserv at lists.berkeley.edu.
  11. Recommending institutional membership for SCA in allied organizations.
  12. Responding to requests and suggestions about electronic communications in a timely manner.
  13. Creating mailing lists of organizations and publications to receive public relations materials about SCA events and programs.
  14. Recruiting committee members from those SCA members who are also members of allied organizations.
  15. Collaborating with the Board and Committee Chairs to create and solicit (new, or updates to existing) content for the SCA web site and ancillary sites.
  16. Collaborating with the Board on means for storing, preserving and making accessible SCA’s digital content.
  17. Maintaining levels of administrator access to the SCA web site.
  18. Maintaining (setting, re-setting, protecting and disseminating appropriately) all passwords for accounts including but not limited to “@calarchivists.org” email addresses, Google Workspace leadership accounts, analytical tools, ancillary sites such as social media sites, survey tools and education tools. Monitor and forward as necessary, emails received in the Administration account admin@calarchivists.org.

Revision history: 10/2017 llc, 06/2018 llc, 03/2023 sk

  1. Section 3-4 Communications and Outreach Committee
  2. Part 3 Committees
  3. Handbook of the Society of California Archivists