Views
- The Historian will facilitate that records of ABS be placed in the Smithsonian Institution Archives, including copies of the minutes of all ABS meetings. The Historian should retain a copy of the Minutes of the Executive Committee meetings which may be requested by individuals of organizations on a short-term loan basis. The Historian shall see that the files are updated on an annual basis.
- Quoting archival materials shall require the permission of the ABS President and Secretary. (Enacted at the 1985 E.C. Meetings.)
- Guidelines for Archives (Adopted at the 1990 E.C. Meetings.):
- ABS Constitution, Bylaws, and Policy. All versions of the constitution, Bylaws, and Policy should be preserved. Upon making any changes in these documents, the Parliamentarian should forward two copies to the Historian.
- Annual Reports of all Officers and Committees. Copies of annual reports should be forwarded to the Historian when accepted by the Executive Committee.
- Minutes. Minutes of all meetings, including the Annual Business Meeting, the Executive Committee meetings, and meetings of both standing and ad hoc committees.
- Fiscal Records. Copies of the annual audited Treasurer's report and other financial materials.
- Annual membership lists and copies of membership directories.
- Programs and abstracts from each meeting. The Junior Program Officer should arrange to have one copy of the program and abstracts for the Archives. (Revised at 2000 E.C. meetings.)
- Correspondence. All officers and committee chairs should forward significant correspondence concerning their function to the Society. This will include correspondence among officers, with outside individuals, and related materials. It is not necessary to preserve such materials as routine requests for information, such as those often directed to the Secretary, dues payment forms collected by the Treasurer, ballots collected in elections and other material that can be summarized, with the summary to be preserved.
- Records of Awards Decisions. Chairs of the committees to make awards (e.g., the Allee Award, the film awards, and research support awards) should provide lists of nominees or contestants, awards made and research proposals and reviews. (Revised at the 1997 EC meeting.)
- Newsletters and other publications of the Society.
- Programs, abstracts, and related materials concerning animal behavior regional meetings.
- Photographic Record. All officers and committee chairs are asked to donate photographs of themselves for inclusion. Other photos of activities of annual meetings and elsewhere are solicited, as they document the flavor of ABS activities.
Location. The Archives of the Animal Behavior Society are maintained at the Smithsonian Institution Archives, 900 Jefferson Drive S.W., Washington,D.C. 20560.
ABS Liaison. The liaison from the ABS to the Smithsonian is the ABS Historian.
Purpose. The purpose of the Archives is to maintain records of the Society so that they may be available for examination by future members or officers and by qualified scholars interested in the ABS, its activities, and its members.
Contents. The Archives will include all official documents of the ABS including minutes and accounts of all meetings, fiscal records, substantive correspondence, and other materials related to the activities and history of the Society. Note that material related to the journal, Animal Behaviour, is maintained in a separate archive at the Archives of the History of American Psychology, Akron, Ohio.
Procedures for Deposition.
All officers and committee chairs are responsible for forwarding requisite material to the Historian at an appropriate time after leaving office. The Historian will make an annual deposition to the Smithsonian.
The Historian should remind departing officers and committee chairs of their responsibilities for deposition of ABS documents. It may be appropriate for those leaving office to forward the documents of the office to his/her successor for use during the subsequent term. The two should reach some arrangement as to the procedure for the eventual deposition of the materials to the Archives and inform the Historian of this agreement.
Sensitive Materials.
Should there be sensitive materials concerning individuals, an arrangement should be made with the Historian concerning the handling of these items. If necessary, access can be restricted to certain people or papers can be sealed for specified periods of time.
Duplicate Files
. The Historian will maintain copies of such materials as the current Constitution, Bylaws, Policy, recent NEWSLETTERs?, recent committee reports, and other materials. Such materials should thus be submitted in duplicate -- one copy for the Archives and one for the Historian.
Materials for inclusion:
