North Pacific Yearly Meeting

of the Religious Society of Friends (QUAKERS)

Archivist

Job description approved by NPYM Steering Committee, January 2009. Revisions approved by NPYM Coordinating Committee, October 2011

 

APPOINTED BY: NPYM at Annual Session

NOMINATED BY: NPYM Nominating Committee

TERM BEGINS: October 1

TERM LENGTH: Three years, renewable

 

REPORTS TO: NPYM Annual Session

WORKS PRIMARILY WITH: Presiding Clerk, AS Recording Clerk, CC Clerk, CC Recording Clerk, NPYM Secretary.

 

DEFINITION:

  • Gathers and preserves materials relating to the development and history of North Pacific Yearly Meeting.

  • Records should show proceedings that are significant in the light of history and should reveal trends or problems of our times which are of concern to Friends.

  • Periodically reports to the Annual Session.

  • Acts as a resource to Friends seeking information about NPYM history.

 

TASKS & TIMELINE:

  • Assembles and checks off on a master list, In accordance with the archives policy:

  • complete set of PROCEEDINGS of Annual Session

  • complete set of Steering Committee (thru February 2009) and Coordinating Committee (after February 2009) minutes

  • Minutes of other NPYM Committees when they deal with policy recommendations, or significantly modify procedures of the committee or the Yearly Meeting.

  • Correspondence of the Clerks with Monthly meetings, or other groups, on concerns, and referrals from Steering Committee (thru February 2009) and Coordinating Committee (after February 2009) to other groups.

  • Arranges, with the approval of Annual Session, for the digitalization of the assembled documents and the storage of both digital and hard copies.

  • Insures the accessibility of the Yearly Meeting archives.

  • Serves as historian for inquiries regarding North Pacific Yearly meeting's procedures and actions. Helps interested people find needed materials.

  • Transfers, annually, or semi-annually, to the Oregon Historical Society archives the materials listed above after checking that no anticipated records are missing.

  • Arranges for deposit of Annual Session, Steering Committee (thru February 2009) and Coordinating Committee (after February 2009) minutes in Quaker history collections at Haverford, Swarthmore, Guilford, and Earlham colleges.

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EVALUATION:

 

Prepares a report/evaluation every three years, or at the conclusion of his/her term. Keeps a copy for the Archivist files, and sends a copy to the Coordinating Committee and Presiding Clerks. This report should include information useful to the next Archivist (what worked, what didn't) and any changes you think should be made in the job or the job description.

 

If you received a file with material from the previous Archivist, sort through it, update the information, and add your report/evaluation (and any materials you think are needed.

 

EXPENSES & TRAVEL:

 

Reimbursement is provided for "office expense" (LD phone calls, postage, and photocopy). Travel expense is reimbursed according to the NPYM travel reimbursement policy. Submit reimbursement request with receipts to NPYM Treasurer.

 

OTHER INFORMATION:

 

Contact newly appointed Coordinating Committee and Presiding Clerks and inform them of the types of documents you want copied for the archives. It might also be helpful to the Clerks to discuss what should (and could) be saved in the Clerk's files.

 

The OR Historical Society's address is: 1230 S.W. Park, Portland, OR 97223