Archives Policy

Record Group I: Executive Board

1. All agendas, minutes, and reports from the Executive Board meetings (includes various standing and ad-hoc committee reports)
   • Responsible Party: Secretary
   • Timeline: Up to 30 days & Ongoing
2. All minutes from the annual Business Meeting of the Society.
   • Responsible Party: Secretary
   • Timeline: Up to 30 days & Ongoing
3. Versions of SMT Bylaws, Governance Guidelines, policies, and public statements.
   • Responsible Party: Secretary
   • Timeline: Up to 30 days & Ongoing
4. Archived SMT-Board listserv discussions.
   • Responsible Party: Executive Director
   • Timeline: Immediate & Ongoing
5. Special projects conducted under the auspices by the Executive Board.
   • Responsible Party: Executive Director
   • Timeline: Ongoing

Record Group II: Officers and Administration

Individual documents from President, Vice President, Secretary, and Treasurer.

1. Individual documents from Vice President (minutes from Interest Group Chairs Meeting at annual meeting, records relating to Subvention Grants)
   • Responsible Party: Vice President
   • Timeline: 1-3 months & Ongoing
2. Individual documents from Treasurer (budgets, financial records, audits, bank statements, documents on grants, awards, and stipends)
   • Responsible Party: Treasurer
   • Timeline: 1-3 months & Ongoing
3. Position & Succession documents
   • Responsible Party: Executive Director
   • Timeline: Immediate & Ongoing
4. Position announcement for Executive Director
   • Responsible Party: Executive Director
   • Timeline: Immediate

Record Group III: Committees, Publication Boards, and Task Forces

1. Website lists of the titles of journals and standing committees over time
   • Responsible Party: Web Editor
   • Timeline: Completed & Ongoing
2. Lists of membership of committees, and publication boards over time
   • Responsible Party: Web Editor
   • Timeline: Completed (on website) & Ongoing
3. Position & Succession documents
   • Responsible Party: Executive Director
   • Timeline: Immediate & Ongoing
4. Recording and archiving guaranteed standing committee sessions at the annual meeting.
   • Responsible Party: Executive Director
   • Timeline: Ongoing
5. Awards
   
   1. List and Description of Awards
      • Responsible Party: Executive Director
      • Timeline: Up to 30 days & Ongoing
   2. List of Recipients and Titles/Citations
      • Responsible Party: Executive Director
      • Timeline: Completed (on website) & Ongoing
6. Special projects
   • Responsible Party: Executive Director
   • Timeline: Ongoing

Record Group IV: Annual Conference

Programs, executive director correspondence, and planning materials pertaining to each Annual Conference. Record groups are divided into subgroups by year of convention.

1. Annual program booklet
   • Responsible Party: Executive Director
   • Timeline: Immediate & Ongoing
2. Call-for-papers for each conference
   • Responsible Party: Executive Director
   • Timeline: Immediate & Ongoing
3. Recorded plenary/keynote, business meeting, and awards ceremony
   • Responsible Party: Executive Director
   • Timeline: Immediate & Ongoing

Record Group V: Publications

Record groups are divided into sub groups by title of publication.

1. SMT Newsletter
   • Responsible Party: Newsletter Editor
   • Timeline: Completed (on website) & Ongoing
2. Journals
   
   1. Music Theory Spectrum
      
      1. Hard copies of journal
         • Responsible Party: Executive Director
         • Timeline: Completed (storage) & Ongoing
      2. Agreements with publishers
         • Responsible Party: Executive Director
         • Timeline: Completed (Google Drive) & Ongoing
   2. Music Theory Online
      • Responsible Party: MTO Editor
      • Timeline: Completed (Dropbox/Amazon S3) & Ongoing
   3. SMT-V
      • Responsible Party: SMT-V Editor
      • Timeline: 3-6 months & Ongoing
   4. SMT-Pod
      • Responsible Party: SMT-Pod Editors
      • Timeline: Completed (Google Drive & Captivate) & Ongoing

Record Group VI: General Membership

1. Membership Directory (once annually)
   • Responsible Party: Executive Director
   • Timeline: Ongoing
2. List of Interest Groups (once annually)
   • Responsible Party: Executive Director
   • Timeline: Ongoing

Access of Items

The following items may be made available upon request:

1. Record Group I - Items 1, 2, and 3
2. Record Group II - Items 3 and 4
3. Record Group III
4. Record Group IV
5. Record Group V - Excluding 2.a.ii
6. Record Group VI - Excluding demographics and contact information