Whenever a society or civilization perishes there is always one condition present; they forgot where they came from.

Like any other A.A. service, the primary purpose of those involved in archival work is to carry the message of Alcoholics Anonymous. Archives service work is more than mere custodial activity; it is the means by which we collect, preserve and share the rich and meaningful heritage of our Fellowship. It is by the collection and sharing of these important historical elements that our collective gratitude for Alcoholics Anonymous is deepened.

One of the best ways to get started in archival service work is to obtain a copy of the "Handbook for Setting up an Alcoholics Anonymous Archival Repository," available from the G.S.O. Archives. The handbook contains helpful information gathered from shared experience over many years. It points out that the idea of setting up an archives in a specific geographic area most often occurs to someone who has been in A.A. for a while, or to several oldtimers who realize the need to create local or area archival centers, begining with a project to collect material for an area history.

Often, after a need for an archives has been identified, the idea is brought to the area or state committee or local central office/intergroup committee, as applicable, for wider discussion. Following sharing and reaching a group conscience, it may then be agreed upon to create an Archives committee responsible to the area or state committee or central office/intergroup committee. Archives committees usually include A.A. members knowledgeable about the early history, who have sources for obtaining historical A.A. material.

The Archives committee is responsible for establishing policies, budgets and procedures. It undertakes and maintains final responsibility and authority for the use of the archives, and exercises its group conscience in regard to matters of general policy. In all of its actions, the Archives committee needs to be mindful of and guided by A.A.'s primary purpose. Thus, if non-A.A. friends are asked to serve on the committee, which is possible because of interest and special knowledge or expertise, they ought to be people who are thoroughly familiar with our primary purpose, as well as all or our A.A. Traditions.

One of the most important functions of the Archives committee is to establish creative parameters for the selection of material to be collected. These parameters will guide the archivist in gathering material of historical significance and will reduce the time and space of preserving random bits and pieces of dubious value.

The Archives committee may decide, as its first act, to select a member to serve as a nonrotating archivist, so that there will be a focal person for the collection. From shared experience we know that it takes a considerable amount of time to become familiar with a collection of historical information. Therefore, it is not recommended that the archivist rotate frequently. The committee maintains final responsibility and authority for the uses of the archives, as well as all other mattes of policy, through its group conscience.

The function of the archivist can be considered therefore to be twofold: primarily, a custodial responsibility for assuring the physical integrity of the collection and its availability to persons with a valid reason for study; and also a parallel and critical role of data collector. It is in this latter capacity that service can be rendered to Bill W.'s urging that archives are needed "so that myth doesn't prevail over fact." In a real sense then, A.A. archivists are "keepers of the past."

In keeping with Tradition Seven, the archives ought to be fully self-supporting, declining outside contributions. It is better when funding for the archives is derived from an overall budget of the A.A. entity it serves, rather than through separate A.A. contributions. In this way, archival activity can better reflect the support of the membership, and maintain the perspective of the entire range of Twelfth-Step activity.

Over the years it has become clear that, whenever possible, an archives ought to be housed in rented space, rather than in an individual A.A. member's home. Renting space for the archives eliminates both any appearance of there being a "private collection," and any problems that might arise later regarding issues of ownership following the death or departure of a custodian. Additionally, with rented space, displays of all general material can be made available on a regularly scheduled basis.

Books, pamphlets, world directories, local meeting lists, G.S.O. bulletins, Conference Reports, International Convention booklets, newsletters, area and district minutes, written histories, photographs and audiotapes all serve as the foundation of a collection. The archivist might also arrange to audiotape local oldtimers, thus adding historical oral histories to the collection.

The archivist can contact other local archives for ideas by asking the G.S.O. archivist to forward the list of those archives who have indicated a willingness to exchange information. In addition, archives committees can participate in and publicize local history-gathering efforts, making presentations, and offering table displays at many A.A. events, such as oldtimer meetings, conventions, roundups.

As soon as an item is received in the archives, it should be added to the inventory list. Next, the conservation and preservation needs of the collection should be evaluated and followed up on. As a general rule, any action on a document or item that is not reversible should never be performed. For example, scotch tape or lamination ought never to be used. Removal of tape, repair, deacidification and encapsulation are some of the steps necessary to protect the integrity of a document. Consult the "Handbook for Setting up an Alcoholics Anonymous Archival Repository" for some conservation and preservation procedures, as well as other resources listed at the bottom of these Guidelines. Sometimes it may be necessary to seek outside professional help to ensure the integrity of an item.

Once prepared, as archival item should then be categorically classified. The G.S.O. Archives has the following classifications: "Open to all," "Open to A.A. members," "Open with the approval of the Archives committee" and "Closed at this time." This final classification means that it is not available to anyone--sometimes donors request that documents remain sealed for a certain period of time to come. The item should then be entered into a retrieval system, either manual or computerized, in order to provide readily accessed information to researchers. Archival items are indexed by record groups or series, rather than by item.

Researchers working in the archives ought to be informed that they will be expected to strictly adhere to our Anonymity Traditions--only first names and last initials of A.A. members may be used by them. Further, the trustees' Archives Committee has recommended that there be no photocopying of private correspondence. This recommendation is also designed to assure anonymity protection, and to maintain the physical integrity of archival documents.

In addition to the preservation of the anonymity of the author of the correspondence, the writer's private opinions and observations, some of which might be highly controversial, must be treated with extreme delicacy. It might be remembered that members share these documents with a trust and expectation that their remarks will be held in confidence. No one has an intrinsic right to view another's private correspondence at will; it is essential that the archivist's chief concern of assuring this spiritual wholeness of the collection be understood and supported.

The following items, available from G.S.O. through the Catalog/Order Form, might appeal to those with an historic interest: A.A. Comes of Age; "Pass It On;" Dr. Bob and the Good Oldtimers; "Voices of Our Co-founders," an audiotape cassette of five talks given by Bill and Dr. Bob; "Markings on the Journey," a filmstrip or videotape of A.A. history; and two Scrapbooks, collections of compelling newspaper articles on early A.A. (1939-1942) and (1943).

In addition, the following items may be ordered directly from G.S.O. Archives: a photocopy of a prepublication manuscript of Alcoholics Anonymous; and a set of 8"x10" b&w photographs of places and individuals involved in the establishment of A.A. in its formative years.

For a more detailed discussion of archival matters, please review the "Handbook for Setting up an Alcoholics Anonymous Archival Repository," available directly from the G.S.O. Archives. The handbook contains a bibliography of basic professional literature, and a list of archival supply companies.

The A.A. Web Site is located at: http://www.alcoholics-anonymous.org

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