Student Government Association Records Meeting Agenda
September 17, 2014, 12:00PM – 2:00PM
Welcome and introductions
SGA Records 1921-2005: Highlights, gaps, processing, and finding aid
Special Collections & Archives proposal to archive student organization records
(Appendix I)
Special Collections & Archives Q&A with SGA (Appendix II)
Next steps
General Q&A for clarification or concerns
Appendix I:
Special Collections and University Archives Proposal to
Archive Student Organization Records
An archive is not just a record of the past; it also prepares for the future. At Towson
University Special Collections and University Archives, we think that the achievements
and culture of current students at Towson should be available to inspire later
generations of students. In Fall 2014-Spring 2015, we would like to
- Ask that the SGA encourage student organizations to annually contribute original or
duplicate copies of each group's constitution, bylaws, and other non-current or inactive
records to the University Archives
- Propose that the SGA consider passing a resolution or similar legislation for
student organizations that cultivates a habit of self-documentation and regular
contributions of records to the University Archives
- Conduct a survey to discover what documentation student organizations keep, how
they are maintained and preserved, and what concerns they might have about
contributing new records to the archives
- Hold workshops for student organization secretaries, historians, faculty advisors, and
others on how to organize, maintain, and archive records
- Present information to the SGA and representative student bodies (CAB, CSD, club
sports, Greek life) explaining what student records are currently available, how the
records can be accessed, and our policy for collecting new records
Appendix II:
Special Collections & Archives Q&A with SGA
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What records does the SGA keep?
Who is responsible for these records?
How is record-keeping sustained when personnel changes occur?
In what formats are records kept?
o Print records
o Electronic records – does SGA have an H: or other shared drive
maintained by the University? Or are records kept on a flash drive or
other media?
What happens to non-active records?
Does the SGA have any guidelines (either for themselves or the student
organizations) for retaining non-active records?
Our understanding is that SGA “reports” to the Office of Student Activities
(which is part of Student Affairs). Does this administrative unit of the University
have any guidelines regarding SGA or other student organization records?
How many RSO’s are there within SGA?
Are fraternities and sororities considered Registered Student Organizations
under SGA, or are these handled separately?
What questions can we answer for you about archiving records? Additionally,
would a workshop about archiving records be helpful to the SGA?