Archives Committee Misc Information
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Confidentiality
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Access to personal correspondence and sensitive materials should be monitored
by the steering committee. Generally, access to these materials is based on
need ( i e, the writing of a history, ect. ) Copies of these materials that
are displayed or sent for use of District Archives ( with steering committee
approval ) will have last names obscured. Original material is never altered.
Alterations are done only on copies. Books and articles containing autographs,
ect are displayed without alterations.
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Safety of Resources
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Correspondence and reproducible paperwork, can be safeguarded best by setting up a
duplicate file kept in another location, possibly in the opposite side of the Repositor
from the Archives itself. Tapes should be safeguarded and the duplicate stored in a
separate location. A duplicate set of negatives should be made of all Photographs
they too should be stored in a separate, fire resistant location. Valuable non-reproducible
artifacts ( Books, badges, ect ) should be stored in a fire resistant cabinet.
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Loan of Archival material
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Material may be loaned only with the steering committee's approval. The loan and
distribution of Archival materials is the responsibility of the steering committee,
not the Archivist as an individual.
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Corrective Action
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The Archivist and the steering committee are directly responsible to the
Washington State East Area; hence, the Assembly or the Area committee acting
in their behalf, may take any corrective action they deem necessary. Should a
majority of the steering committee (not necessarily including the Archivist )
see a need for any correction they may address the matter directly to the Area Chairman.
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