Print Archives of IAML
Recommendations to IAML officers and others producing electronic records and documents that shall go into the IAML archive
- It is essential to send in records that can be read by the repository.
- The repository only accepts so called flat files, so please transfer your documents that way before delivering them (ASCII).
- Deliver your electronic records together with information about systems used and the content of each carrier.
- Electronic records are stored on media that are not very stable. Therefore please do not wait too long, but deliver your records at least every five years to the repository, The Music and Theatre Library of Sweden in Stockholm.
- You may deliver them via the Internet, if they are of a kind suitable for that, or well packed via regular mail to The Music and Theatre Library of Sweden, Box 16 326, 103 26 Stockholm.
- Electronic records are difficult to appraise once they have arrived at the repository. You are kindly asked to do this before the transfer.
- Do not delete too much.
- A record is recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity regardsless of the form of medium. The distinctive feature of electronic records is that the content is recorded on a medium and in symbols (binary digits) that needs a computer or similar technology to read and understand. (ICA Studies 10, 1997.)
- Keep your IAML documents separate.
- Arrange your e-mail so that your IAML correspondence goes into a special mailbox to avoid that it gets mixed with correpondence of other provenance.
- Arrange a special IAML directory for your wordprocessing documents.
We can supply electronic documents from the archive via e-mail or if necessary as print-outs or on a disk.
Online Archives of IAML
Archiving the official documents of IAML for the future.
IAML Website as the online archives
The IAML Website is being used as an online archival space, because it is the natural place we have been using to store the documents and information about IAML, and because it is fully secure and backed up. Our website is professionally managed by a service provider that ensures it is fully backed up and can be restored in case of any emergency situation that happens. This ensures that we have a safe and secure place to store what we need to preserve for the future.
Current state as of 2020
Currently these types of documents are being uploaded and stored on the website.
In cases where they aren’t currently being done, we should encourage the persons or groups to add this information.
Where there are working spaces on the website, for example, for the Board, those are backed-up, like the rest of the website, so they are secure for storing information.
Save documents where it is possible as PDF or another standard format (keep in mind you are saving information for the future).
Save the official documents and information for the future. Do not save everything, like notes or emails, but just the official documents, reports, minutes of the groups, etc.
See the information below for examples of the types of documents that are saved.
Another source of information about what to save is reviewing what was kept in the IAML Print Archives, and that information is included in this document.
For further guidance or specific questions, please contact the IAML Secretary General.
What we keep online using the website:
CONSTITUTION AND MINUTES
Constitution and Rules of Procedure
General Assembly Minutes
DOCUMENTS OF THE BOARD AND DIFFERENT OFFICERS
Board Minutes (including reports, like President’s reports, Secretary General’s reports, Treasurer’s reports)
Reports from the Board
Secretary General's documents
DOCUMENTS OF THE VARIOUS PARTS OF IAML
Each Institutional Section, Study Section, Committee, etc., following the structure of the website, should post information about:
Officers: keeping information about past officers there back to 1999
Activities: Reports submitted for annual Congresses, special reports, meeting minutes, etc.
Materials presented in the sessions: Congress presentations
Other information: Past projects, special reports, etc.
National Branches, following the structure of the website, should post information about:
Annual Congresses hosted by the Branch
Branch annual reports
Conference Websites (to be backed up 1 month after the conference is over)
If there is one, in the appropriate section space on the website
On the page for the specific Congress
Reports from the various groups for IAML