AAO News

We are looking forward to welcoming delegates to the AAO conference in Belleville next week. 

For those who are driving to Loyalist College, free parking is available for conference attendees in lot P1 (see plan), which is close to the Link Lounge location of the event.

Free bus travel is available on Belleville Transit buses for the duration of the conference on presentation of your conference badge.  There is a transit map and schedule online at this link and we have copies of this in your conference packs.

A Belleville Transit bus will be making a special morning run on the Thursday (9th) and Friday (10th) for those staying in the Country Inn and Suites or at the Travelodge, picking up outside these hotels at 8:15 and 8:30 respectively.

For the conference banquet, a Belleville Transit bus will collect delegates from Loyalist at 6pm, from the Travelodge at 6:15 and from the Country Inn and Suites at 6:30, arriving at the Signal Brewery at 6:45. The bus will return at 10pm.

On behalf of the local arrangements committee, I hope you have a safe and enjoyable journey to Belleville. Please contact Amanda Hill of the Local Arrangements Committee at ahill@belleville.ca, if you have any questions. 

Colleagues,

Please find the 2019 revision to the 2000 Institutional Standards, as discussed at last year's Institutional Forum.

As described in the Preface, this document is an update of that early work, designed to serve as an aspirational document, setting out norms for archival institutions in Ontario. It will be brought forward next week at the AGM for acceptance by the membership.

Your comments are appreciated.

Warmly, 

Paul J Henry CA SIG

Chair
Institutional Development
Archives Association of Ontario

To the AAO membership,

The Archives Association of Ontario’s Communication and Advocacy Committee (CAC) has addressed the Government of Ontario’s recent funding cuts to the Southern Ontario Library Services (SOLS) and the Ontario Library Service--North (OLSN) in this letter.

We remain ardent supporters of our GLAM colleagues and proudly add our voice in support of the great work they do for the citizens of Ontario.

Sincerely,

Bailey Chui

Chair, Communications and Advocacy Committee, 2019-2020

James Roussain

President, Archives Association of Ontario, 2019-2020

Hello AAO,

As springtime seems to drag its heels, here's to hoping that this fresh issue of Off the Record will encourage the flowers to bloom and the trees to bud! 

The Spring 2019 issue is now available for members.

This issue features news and updates, a member spotlight interview with Ellen Millar, articles by the AAO's Iona McCraith on security and Lisa Snider on searching tips for Archeion, and feature contributions from Rebekah Mitchell on a volunteer-driven photo rehousing project, and by John Smart on the crucial role of the Friends of the City of Ottawa Archives in a fight for funding in 1996. 

The equally sunny Spring 2018 issue is also available for everyone.

Happy reading!

Grant 

Dear AAO members,

It is with great pleasure that the AAO Nominations Committee announces the following slate of Directors put forth to the AAO Membership for election at the Annual General Meeting in Belleville on May 9th, 2019. Please note that the new position of Web Administrator is contingent upon membership approval at the AGM.

Vice-President/President Elect: Jennifer Grant

Jennifer Grant is an assistant archivist at the Clara Thomas Archives and Special Collections at York University Libraries. She previously worked in Corporate Records and Archives at the Law Society of Ontario. Jennifer has a MISt (2008) with a specialization in archival studies from the University of Toronto.

Secretary/Treasurer: Jessica Barr

Jessica Barr is the University Archivist and Records Manager for the University of St. Michael’s College, where she is responsible for the official records of the University. She also manages the University art collection, the records of the Faculty of Theology, and the records of the Pontifical Institute of Mediaeval Studies.

Director Without Portfolio: Samantha Shields

Samantha Shields is a Photographic Archivist with Library and Archives Canada (LAC) and a member of the AAO’s Professional Development Committee. She holds a BAC (Honours) in Psychology and Art History from Queen’s University and earned her MLIS from the University of Western Ontario. Sam’s interest in the Archives sprouted while researching early Canadian photography during her undergrad. Her primary interests of research are the archival processing of born-digital photographs, and the exploration of using machine learning for assisting with image indexing and description.

Web Administrator: MacKenzie Gott

MacKenzie Gott is the Heritage Collections Officer at the Canadian Research Knowledge Network. She has worked in private, public, and non-profit settings as an information professional since graduating with a MA from York University and a MI from the University of Toronto. MacKenzie joined the Archives Association of Ontario in April 2016 as a member of the Communications and Advocacy Committee; she became the web administrator in September 2017 and since then she has revamped the website, co-wrote the social media policy, and published content on social media.

Nominations from the floor will also be accepted during the AGM.

See you at Belleville!

As part of its celebration of Archives Awareness Week, the Archives Association of Ontario is pleased to release the third edition of the Ontario Archival Accessions Register.

Based on a survey of accessions received across the province in 2018, the OAAR presents basic information on newly acquired records, including the collecting institution, the record creator, a brief summary of the scope and content of the accession, outside covering dates, associated subject headings, reference codes or accession numbers, extent, and information on the relationship of the accession to existing holdings and descriptions (where applicable).

The OAAR was developed as part of the AAO’s Provincial Acquisition Strategy to provide a common place for archives in Ontario to share accessions information in a spirit of openness and transparency intended to encourage cooperation and collaboration in archival acquisition. The data is also made available to allow for analysis of collecting patterns and trends, enabling the archives community to identify gaps in the archival record as we work toward ensuring our collective holdings are representative of the whole province and all its people.

This third edition of the OAAR includes contributions from 17 archival institutions, together providing information on nearly 600 individual accessions received in the last calendar year. The range of participating archives is once again diverse, including municipal archives, community archives, university and college archives, museum archives, specialist archives and the Archives of Ontario.

Download the 2018 OAAR from the AAO website and see what archives in Ontario have been collecting.

Please join the MAIG Executive in the beautiful city of Belleville, for our Annual General Meeting. The afternoon meeting will take place at Loyalist College (Link Lounge), with light refreshments and exciting municipal updates. 

When: Wednesday, May 8, 2019 from 1:30 -3:20

Where: Loyalist College (Link Lounge) | 376 Wallbridge Loyalist Rd, Belleville, ON, K8N 5B9

We look forward to seeing you in Belleville!

~ For more information about MAIG, or to subscribe to our Listserv, please contact us at: maig.listserv@gmail.com ~

Donate items to this year’s Silent Auction!

The 2019 AAO Conference will be hosted at Loyalist College in Belleville, Ontario.

We are looking for members to donate items such as (but not limited to):

• Artwork
• Archival supplies
• Baked goods 
• Books (related to the profession)
• Hand crafted pieces
• Pottery
• Gift Baskets

Funds raised from this auction will go to the AAO Shirley Spragge Education Fund, to encourage the continuing education of archivists in Ontario. Your donations are greatly appreciated. A donation to the silent auction will support this fund and honour the memory of a respected colleague. All items donated will receive a tax receipt.

If you are interested in donating to this year’s silent auction, please contact Kim Kerr and Carol Cooper by sending an e-mail to silentauction2019aao@gmail.com. 

Registration is Now Open for the 2019 AAO Conference!

We are pleased to announce that the early bird registration for the Archives Association of Ontario (AAO) 2019 conference in Belleville, Ontario is now open! The theme of the conference is Unlocking the Vaults: Access, Outreach & Engagement. The conference will be held at Loyalist College, Belleville, from May 8 to May 10, 2019.

The Program at a Glance is available on the conference website along with information about the pre-conference workshop, where to stay while in Belleville, social events and much more!

For information about what is included in your registration and to register please visit the Conference Registration page. Early bird registration runs from March 1 to April 8, 2019. Registration will close on April 30.

We hope to see you in The Friendly City!

AAO Board of Directors Election - 2019 Nomination Process

Nominations are currently being accepted for four (4) positions on the Board of Directors of the AAO. Each term will commence upon election at the AAO’s Annual General Meeting (AGM), to be held on May 11, 2019.

Please note that the new positions of Secretary, Treasurer, and Web Administrator are contingent upon membership approval at the AGM.

Volunteering as a Director on the AAO Board offers an invaluable professional development experience. It provides candidates with an opportunity to network with other professionals in the field, develop their leadership skills, and to apply their existing knowledge and skill set to the service of Ontario’s archival community.

The positions that are currently open for nominations include:

Vice-President/President Elect: Three-year term (May 2019 – May 2022)

The Vice-President/President Elect (VP) serves as the deputy to the President, and provides assistance in all aspects of Board planning and policy decision-making. Along with the President, the VP may represent the AAO at meetings with the Association's stakeholders and within the broader Canadian archival community. Specific duties include:

• Liaising with AAO Standing and Special Committees and/or Sub-committees thereof, and Special Interest Groups (SIGs);

• Performing the duties of the President in cases of absence or inability; and

• Supporting the President in providing general supervision of the operations of the AAO, its staff, and the secretariat office.

The VP assumes the position of President in the second year of his or her term; and in the third year serves as a non-voting member of the Board in the capacity of Past President.

Director Without Portfolio: Two-year term (May 2019 – May 2021)

The Director Without Portfolio position provides assistance in the general governing of the affairs of the Association. Specific duties may therefore include:

• Serving as a Board liaison to one or more of the Standing and Special Committees of the AAO, and/or Sub-committees thereof;

• Participating fully in Board decision-making; and

• Contribute to the development of Association policies, procedures and guidelines.

Secretary/Treasurer: Two-year term (May 2019 – May 2021)

The Secretary/Treasurer provides a key oversight function of the financial affairs and records management of the association. Specific duties include:

(Secretary role):

• Being acquainted with Roberts Rules of Order, and ensuring the Board follows these in its proceedings;

• Ensuring that documentation for all Board meetings is compiled, posted to the AAO Google Drive, and shared with meeting participants in advance of each meeting, consulting with Board members as necessary to do so;

• Taking and finalizing all Board meeting minutes, and ensuring that all decisions are motioned and recorded;

• Circulating draft Board meeting minutes to meeting participants for review within two weeks following each meeting;

• Entering decisions carried in the master Motions database;

• Saving all approved Board meeting minutes on the Google Drive and ensuring public access to them via the AAO website;

• Playing a lead role in efforts to maintain and update the written policies, procedures, guidelines and manuals of the Board; and

• In collaboration with the AAO Office, ensuring that the records of the Association are properly filed and disposed of.

(Treasurer role:)

• Monitoring, on a monthly basis, the AAO's budget as prepared and managed on the Association's behalf by the AAO Office, and bringing issues regarding revenues or expenditures to the Board's attention as they arise;

• Ensuring the Board's financial policies are being followed, or recommending actions where financial policy gaps persist;

• In cooperation with the President, approving all expenses incurred by the Association and signing all cheques of the Association;  

• Recommending the approval of the auditor (to be identified by the AAO Office) to the membership (to be ratified at each AGM);

• Presenting to the membership (at each AGM) highlights of the annual audit prepared by the auditor; and

• On behalf of the Board, working with the AAO Office to ensure that government compliance documents are filed with various government agencies as required.

Web Administrator: Two-year term (May 2019 – May 2021)

• Maintaining the association’s website and providing administrative support to AAO members seeking to add or update content.

• Promotion of AAO events and news via the association’s social media accounts.

• Assist the annual conference committee with the promotion and communication of the conference through the website and social media accounts.

• Maintain policies related to the position.

• Prepare monthly reports and complete a monthly tracking form on the use of the association’s social media accounts.

You are invited to contact the following current Board members with any questions about the available positions:

• James Roussain, President and former VP (president@aao-archivists.ca)

• Emma Hamilton-Hobbs (secretary.treasurer@aao-archivists.ca)

• Nick Richbell (director1@aao-archivists.ca)

Nominations are being accepted by email only. 

Please complete and submit this form to the AAO Office at aao@aao-archivists.ca, using the subject line “Nominations 2019”, and direct your message to the attention of the Nominations Committee.

Nomination forms must be received by the AAO Office by close of business on Monday, April 1, 2019.