UC Archivists Council -- Charge and Statement of Governance

UCAC is charged with:

• the responsibility for reviewing and making recommendations regarding the collection, preservation, and use of official UC administrative records
• according to the provisions of UC Records Management Policy Bulletins 1 & 2, the responsibilities of UCAC also include reviewing UC records disposition schedules and other pertinent UC policies and recommending changes to the UC records management program
• advising CDC on UC administrative records issues
• coordinating systemwide UC administrative records activities related to CDL, including those relevant to the Online Archive of California
• coordinating UC administrative records policies among the campus library systems and the CDL
• serving as a discussion group among the members on UC administrative records issues and innovations
• serving as a focus for information dissemination on UC administrative records issues  for the University of California
• communicating with other campus groups including the Records Management Committee, the Electronic Records Workgroup, SOPAG appointed task forces, and any other common interest groups inside or outside of the University of California that might solicit input from the UCAC

Responsibilities of UCAC Officers

• Chair

  The UCAC Chair is responsible for building the agenda for UCAC meetings, for securing a meeting place, for facilitating the meeting, and for advancing the mission of the UCAC.

  The UCAC Chair is responsible for disseminating approved minutes to appropriate UC groups such as the SOPAG.

  The UCAC Chair is the liaison to all other UC groups such as the SOPAG, the Records Management Committee, the Electronic Records Workgroup, and any other groups outside of UC that might solicit input from UCAC.  However the chair may choose to delegate this responsibility to another council member.

  The UCAC Chair has primary responsibility for forwarding any UCAC reports, requests, or statements to other UC groups.

• Vice-Chair

  The UCAC Vice Chair is responsible for recording the minutes of all UCAC meetings and for revising them per instructions of the chair and other council members.

  The Vice Chair shall serve in the absence of the chair and will assume the chair when it becomes vacant due to normal rotation or resignation of the incumbent.

Past UCAC Chairs

• 2005-2007 - David Farrell, Berkeley
• 2004-2005 - Chuck Piotrowsky, Santa Cruz
• 2002-2004 - David Gartrell, Santa Barbara
• 2000-2002 - Charlotte Brown, Los Angeles
• 1998-2000 - Robin Chandler, San Francisco
• 1996-1998 - Brad Westbrook, San Diego

Statement of Self-Governance

The UCAC is an all campus group which:

• reports to the Collection Development Committee (CDC)
• is comprised of the University Archivist from each UC campus, the UC system-wide archivist, the Scripps Institution of Oceanography Archivist and any other UC archivist having broad responsibility for the management of UC’s historically valuable administrative records
• meets in person twice a year at alternating campuses, and communicates regularly via email

Leadership of UCAC will rotate every two years alphabetically in order of campus.  The person next in line to serve as UCAC chair will serve as vice chair for that period of time.  Terms of service shall rotate immediately after the last meeting of the outgoing chair.  The sequence of rotation, beginning in FY 96-97 is as follows:  UCSD, UCSF, UCSB, UCSC, UCB, UCD, UCI, UCLA, UCM, and UCR.

If a campus has more than one representative on the campus, e.g. UCSD, then the representatives for that campus will decide how the duty is to be fulfilled.

In the event a UCAC chair must resign from the position, the vice-chair will immediately assume the chair and the next person in line for vice-chair shall assume those responsibilities.  Each successive chair shall serve for a period of two years.