Having worked at a university once, where professional
development/participation is required. Work produced for professional
development was performed under what amounted to release time. I think it
was 8 or 10 hours a month during which one could write papers, prepare
talks, perform administrative work, etc. on behalf of a professional
entity (like Archivaria). This allowed the archivist/librarian to do
profession-oriented work outside the scope of job duties and employer
requirements. This removed the university from owning the work product
produced during work hours. Therefore, records created within the scope of
job requirements carefully excluded this category of professional work
product. That said, saving/keeping the work on university servers and hard
drives does not eliminate the original issue of ownership and access.
In terms of records of an organization, like Archivaria, could a deal be
struck with York University, where the university is made the official
home of Archivaria? At Yale, there were a number of organizations who in
essence "rented space" on campus. They 're separate entities but are able
to exploit University resources like any other university department. On
the surface they appear to be university - listed in staff directories,
university URL website, included in all HR benefits, and so on. The school
got to claim the organization as a permanent member of its community.
One such deal enacted in the late 1800s I think, involved the American
Oriental Society making Yale its home. Decades later, when the AOS
administratively relocated to another campus (probably something to do
with a conflict of big egos on campus) they attempted to pack up their
holdings when Yale administrators took out the agreement and pointed out a
little noticed condition. It stated that if the AOS were ever to move off
Yale's campus, Yale would take full possession of their research materials
and integrate them in the university's library holdings. To this date, the
AOS occupies a 2 floor space in Yale Sterling Memorial Library where its
own library is shelved, separate from Yale's holdings and retains Yale as
its address.
If you do end up making a deal with York University, read the fine print.
Stephen Cohen, Records Manager
MetLife \ Legal Affairs
1095 Avenue of the Americas
New York, NY 10036-6796
212-578-2373
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