Your professional voice...

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1 Fiscal Year 2010 ANNUAL REPORT July 1, 2009 June 30, 2010 Your professional voice... With ongoing input from members, the SAA Council took a fresh look at the Society s strategic priorities in FY 2010 and devised some new goals to address the priorities of technology, diversity, and public awareness and advocacy. Workshops, books, annual meeting sessions, and journal and newsletter articles focused on enhancing members knowledge and skills in a changing and challenging environment. Migration to a new content management system supported more effective online communication with (and among) members and external audiences. From advocating for archives funding to providing access to critical information, SAA worked to meet your evolving needs, represent your interests, and strengthen the collective voice of the American archives profession. Membership SAA s membership declined between April and October 2009 due to the economic recession, but rebounded in the second, third, and fourth quarters of FY At the end of June 2010, SAA recorded its highest membership ever: 5,691. This all-time high included 1,296 students, which bodes well for SAA provided that these individuals become active members upon graduation. As expected, there was a dramatic increase in the number of members taking advantage of the one-time bridge rate a special rate to assist those experiencing financial hardship. Membership FY Individual 3,650 4,062 4,295 4,621 4,923 5,131 Institutional TOTAL 4,166 4,613 4,859 5,214 5,489 5,691

2 EDUCATION Participants listen during a Sustainable Archives 2009 workshop. Annual Meeting Attendees Austin ,452 San Francisco ,795 Chicago ,931 Washington, D.C ,100 New Orleans ,420 Boston ,456 Los Angeles ,211 Birmingham ,071 SAA traveled deep in the heart of Texas to Sustainable Archives 2009, which exceeded expectations for attendance with 1,452 paid registrants. The August Joint Meeting of SAA and the Council of State Archivists offered attendees 12 preconference programs, 76 education sessions, five professional and 22 graduate student poster presentations, three plenary sessions, a Research Forum, 50-plus exhibitors, a Career Center, a bookstore, a Cyber The microphone design depicted above is a registered trademark of Shure Incorporated. Shure Incorporated is not an affiliate, sponsor or endorser of SAA. Café, and more! Sustainable Austin 09 Archives Au g u s t H ilton Austi n Joint AnnuAl Meeting of the Society of AMericAn ArchiviStS And the council of StAte ArchiviStS SAA provided 53 face-to-face workshops and four Web seminars to more than 1,160 attendees throughout the country during the year. Members who weren t able to travel took advantage of audio CDs and archived online, on-demand presentations of Web seminars to meet their professional development needs. The range of dynamic workshop topics (and instructors!) included: Visual Literacy for Photograph Collections (by Nicolette Bromberg) Introduction to Web 2.0 in Archives (a Web seminar by Kate Theimer) Grant Proposal Writing (by Gina Minks) Implementing More Product, Less Process (by Dan Santamaria) Becoming an Archives Consultant: Practical Information and Tips (a Web seminar by Fynnette Eaton, Jane Kenamore, and Tom Wilsted) Archivists Guide to Balancing Legal Issues in Photograph Collections (by Aprille McKay and Leslie Waggener) Achieving Account Preservation with XML (by Kelly Eubank and Riccardo Ferrante) Fundamentals of Acquisition and Appraisal (by Mark Greene) Basics of Managing Electronic Records: Getting You Started (a Web seminar by Geoffrey Huth) Project Management for Archivists (by Rosemary Pleva Flynn) And more! The Committee on Education reviewed and updated the Guidelines for a Graduate Program in Archival Studies (GPAS); enhanced the online Directory of Archival Education; and analyzed all of SAA s professional development offerings with a view to addressing any critical gaps. Among its recommendations to the Council: Charge a task force to develop a digital archives continuing education curriculum. Society of American Archivists 2 FY 2010 Annual Report

3 V o l u m e 7 2 N u m b e r 2 F a l l / W i N t e r PUBLICATIONS P u b l i s h e d b y T h e S o c i e t y o f A m e r i c a n A r c h i v i s t s American Archivist The entire run of the American Archivist, from 1938 to the present, is now available online at SAA is grateful to the Gladys Krieble Delmas Foundation for its support in digitizing 242 back issues. Between April 2008 (when American Archivist Online was launched) and June 2010 (when the majority of the back issues became available), journal articles were opened and viewed nearly 300,000 times. Journal Editor Mary Jo Pugh and the Editorial Board published the Fall/Winter 2009 and Spring/Summer 2010 issues of the American Archivist, which featured a mix of research articles, case studies, perspectives, review essays, and book reviews. JSTOR, an independent, not-for-profit organization dedicated to making a wide range of intellectual content available in a trusted digital archives, added American Archivist to its collections in March Users at institutions that participate in JSTOR s Arts & Sciences VI Collection can access back issues directly by visiting American Archivist s journal page. Books SAA s publishing program is robust for its relatively small size, and book sales are an important source of non-dues income. Despite new titles, revenues came in at a bit more than 20% under budget. Three new titles were published during Fiscal Year 2010: epublications The Interactive Archivist: Case Studies in Utilizing Web 2.0 to Improve the Archival Experience, edited by J. Gordon Daines III and Cory L. Nimer, was launched in August And with the addition of Podcasts in the Archives: Archiving Podcasting Content at the University of Michigan by Alexis A. Antracoli, there are 12 cases in the Campus Case Studies Series, which are reports by university archivists on working solutions for born-digital records. Archives Power: Memory, Accountability, and Social Justice Randall C. Jimerson Archival and Special Collections Facilities: Guidelines for Archivists, Librarians, Architects, and Engineers Edited by Michele F. Pacifico and Thomas P. Wilsted Preserving Archives and Manuscripts, 2nd ed. Mary Lynn Ritzenthaler Members were kept abreast of the latest news from within SAA and around the profession via In The Loop, SAA s everyother-tuesday e-newsletter. The May 25 issue featured a redesign with new graphic elements for organizing content, links that led to more information, and an image box that invites members to Tell Us Who is in the photo to assist in maintaining SAA s digital photo collection. The Publications Board took on strategic thinking about the future of SAA s publication offerings and in June submitted a grant proposal to the National Historical Publications Records Commission for re-envisioning the Archival Fundamental Series. Society of American Archivists 3 FY 2010 Annual Report

4 ADVOCACY The Preserving America s Historical Records Act (PAHR) was at the top of SAA s advocacy agenda throughout the year. (This federal legislation would provide formula-based funding to states, territories, and the District of Columbia for statewide projects and redistribution to local governments, historical societies, universities, and other organizations.) Working with partner organizations, SAA obtained 64 co-sponsors for the House version of the bill and persuaded Senators Orrin Hatch and Carl Levin to introduce the bill in the Senate, with six co-sponsors. PAHR was not taken up in a very challenging legislative environment, but SAA will continue to work for introduction and passage of this important legislation. Since the appointment of David Ferriero as 10th Archivist of the United States in November 2009, SAA leaders maintained regular contact with him and his staff. Monthly conference calls covered a wide range of issues, from NHPRC reauthorization to the NARA budget, declassification, and planning for the 2010 annual meeting in Washington, D.C. ARCHIVES HISTORIC PRESERVATION Grassroots participation in MayDay continued to grow as the initiative entered its fifth year. The MayDay campaign SAVING OUR ARCHIVES M A Y P REPAREDNESS PROTECTS OUR HERITAGE encourages members to do something even if it s something small on May 1 each year to prepare staff and repositories to respond to an emergency and to save our archives. The MayDay website was updated to include a wealth of information from the broader heritage preservation community. And SAA joined in the efforts of the American Library Association, Institute of Museum and Library Services, and Library of Congress as a co-sponsor of the newly created National Preservation Week in mid-may. L I B R A R I E S M U S E U M S H I S T O R I C A L S O C I E T I E S SAA President Peter Gottlieb (above) provided oral testimony in June before the House Subcommittee on Information Policy, Census, and National Archives in support of reauthorization of the National Historical Publications and Records Commission at $20 million. SAA provided comment to the U.S. Intellectual Property Enforcement Coordinator on the costs that IP infringement imposes on the U.S. economy and offered recommendations for a U.S. government strategic plan for dealing with IP infringement. Follow SAA on Facebook, Twitter, and LinkedIn! f Society of American Archivists 4 FY 2010 Annual Report

5 PUBLIC AWARENESS Lincoln s bicentennial was the inspiration for the cover of the 2009 American Archives Month Public Relations Kit and Poster, which were sent to all members in June Members were encouraged to participate by hosting an Archives Month event, creating buzz in the media, conducting a classroom visit, or working in some other way to help increase public awareness of archives and archivists. SAA compiled statistics from members who were asked to complete the Visitors2Archives Survey to help measure the impact of archives during the month of October And, based on online votes by members, SAA named the winners of the 2009 Make an Impact! Contest: Best Poster to Promote 2009 Archives Month/Week: Blair-Caldwell African American Research Library of the Denver Public Library, for Did You Know Your Grandmother Was a Beauty Queen? Best Successfully Implemented Campaign: University of Wisconsin-Madison Student Chapter, for its Archives User Services and Outreach class project. And, because anniversary planning takes time, Vice President Helen Tibbo appointed a 75th Anniversary Task Force, co-chaired by David Gracy and Lee Stout, to begin preparations for SAA s celebration in Although the major focus of the task force will be inreach to SAA members and professional partners, it also is charged to look at opportunities for increasing public awareness of the profession in conjunction with the anniversary. S o c i e t y o f A m e r i c A n A r c h i v i S t S AmericAn ArchiveS mon th october 2009 celebrating the American record P u b l i c r e l A t i o n S K i t GOVERNANCE THE SAA Council, 2009/2010 Seated from left: Margery Sly (Presbyterian Church USA); Treasurer Aimee Felker (University of California, Los Angeles); President Peter Gottlieb (Wisconsin Historical Society); Vice President Helen Tibbo (University of North Carolina at Chapel Hill); and Rosalye Settles (U.S.Department of the Treasury). Standing from left: Thomas Frusciano (Rutgers University); Bruce Ambacher (University of Maryland); Diane Vogt-O Connor (Library of Congress); Deborra Richardson (Smithsonian Institution); Scott Cline (Seattle Municipal Archives); and Brenda Lawson (Massachusetts Historical Society). Not pictured: Tom Hyry, UCLA. Society of American Archivists 5 FY 2010 Annual Report

6 RECOGNITION SAA honored the accomplishments, innovations, and over-the-top efforts of archivists, students, and supporters at a recognition ceremony at Sustainable Archives: Austin 2009 in August. Sixteen awards recognized those selected by their peers for raising public awareness, writing and publishing excellence, academic achievements, and outstanding contributions to the field. (For more about SAA s Awards Program, see: Distinguished Service Award: The National Historical Publications and Records Commission Council Exemplary Service Award: David B. Gracy II (University of Texas, Austin) and SAA s Intellectual Property Working Group Sister M. Claude Lane, OP, Memorial Award: Robert Johnson-Lally (Archdiocese of Boston) J. Franklin Jameson Archival Advocacy Award: Ross King (Georgia Historical Records Advisory Board) Philip M. Hamer Elizabeth Hamer-Kegan Award: Ward M. Canaday Center for Special Collections (University of Toledo) C.F.W. Coker Award: World War II: Guide to Records Relating to U.S. Military Participation (National Archives and Records Administration) Mosaic Scholarship: Janet Ceja (University of Pittsburgh) and Harrison Inefuku (University of British Columbia) F. Gerald Ham Scholarship: Andy (Jonathan) Uhrich (New York University) Colonial Dames of America Scholarship: Maria Day (Maryland State Archives) and Amanda Klaus (University of Missouri, St. Louis) Oliver Wendell Holmes Travel Award: Ricardo L. Punzalan (University of the Philippines) Harold T. Pinkett Minority Student Scholarship: Krystal Appiah (UCLA) and I-Ting Emily Chu (New York University) Donald Peterson Student Scholarship: Jessica Sedgwick (University of North Carolina, Chapel Hill) In addition, four individuals joined the ranks of SAA Fellows: David Carmicheal (Georgia State Archives), Edward Galvin (Syracuse University), Nancy McGovern (Inter-University Consortium for Political and Social Research, University of Michigan), and Sheryl Vogt (Richard B. Russell Library for Political Research and Studies, University of Georgia). Waldo Gifford Leland Award: Philip C. Bantin (Indiana University) for Understanding Data and Information Systems for Recordkeeping Preservation Publication Award: AIC Guide to Digital Photography and Conservation Documentation (American Institute for Conservation of Historic and Artistic Works) Fellows Ernst Posner Award: Geoffrey Yeo (University College London) for Concepts of Record (2): Prototypes and Boundary Objects (American Archivist, vol. 71, no. 1) Theodore Calvin Pease Award: Kathleen Fear (University of Michigan) for User Understanding of Metadata in Digital Image Collections (American Archivist, vol. 73, no. 1) Sheryl Vogt (University of Georgia), David Carmicheal (Georgia State Archives), Edward Galvin (Syracuse University), and Nancy McGovern (University of Michigan) after being inducted in August 2009 as Fellows of the Society of American Archivists for their outstanding contributions to the archives profession. Society of American Archivists 6 FY 2010 Annual Report

7 FY 2010 Financial Summary General Fund Balance Sheet Society of American Archivists June 30 Assets Cash & Investments $1,411,120 $1,462,641 $ 1,758,673 Accounts Receivable 26,929 26,102 13,257 Property, Plant & Equipment 143, , ,657 Cash Advances & Deposits 8,929 14,602 14,084 Inventory 121, , ,708 Prepaid Expenses 207, , ,121 Due from Special Funds 31,356 18,025 19,492 Total Assets $1,950,945 $1,951,358 $ 2,354,992 Liabilities & Net Assets Accounts Payable $6,436 $17,500 $41,166 Salaries and Wages Payable 31,976 44,390 33,686 Deferred Revenues 779, , ,400 Deferred Rent 30,930 33,535 29,628 Due to Special Funds 514, , ,910 Total Liabilities 1,364,097 1,364,574 1,676,790 Total Fund Balance 586, , ,202 Total Liabilities & Fund Balance $1,950,945 $1,951,358 $2,354,992 General Fund Income and Expense Statement Society of American Archivists June 30 Income Dues $619,887 $691,572 $696,042 Subscriptions & Advertising 104,433 90, ,739 Education 318, , ,926 Annual Meeting 586, , ,847 Publications 482, , ,019 Online Job Advertising 50,583 32,855 26,047 Contributions 760 1,904 1,509 Investments (22,038) 3,271 65,032 Other 89,184 91,391 65,208 Total Income $2,230,340 $2,319,089 $2,082,369 Expenses Personnel $793,944 $869,413 $827,461 Office Occupancy & Utilities 79,344 89,207 91,086 Services 1,051, , ,720 Supplies 47,169 27,736 24,429 Travel 171, , ,857 Leases, Rentals & Licenses 42,639 29,416 37,820 Taxes, Dues & Subscriptions 22,817 19,049 23,106 Depreciation, Cost of Goods Sold & Other 36, , ,392 Total Expenses $2,246,046 $2,282,893 $2,099,871 Net Gain / (Loss) $(15,706) $36,196 $(17,502) 1 % 18 %.1 % Income 33% Dues 5% Subscriptions & Advertising 13% Education 22% Annual Meeting 18% Publications 1% Online Job Advertising.1% Contributions 3% Investments 3% Other 22 % 3 % 3 % FY 2010 Schedule of Program Income and Expenditures 33 % 13 % 5 % 1 % 42 % 1 % 2 % 5 % 5 % Expenses 39% Personnel 4% Office Occupancy & Utilities 42% Services 1% Supplies 5% Travel 2% Leases, Rentals & Licenses 1% Taxes, Dues & Subscriptions 5% Depreciation, Cost of Goods Sold & Other 39 % 4 % Society of American Archivists 7 FY 2010 Annual Report