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Current Strategic Plan 2023-2026

Download illustrated Strategic Plan PDF.

About the Planning Process

Like the rest of the world, the pandemic had a profound impact on SOA and its membership. As we all became more used to the “new normal,” we wanted to make sure we were responding to the needs of archivists and archives across Ohio by creating a new strategic plan.

We began this strategic planning process in the summer of 2022 with two “concern gathering” sessions: one for those who had been leaders in SOA in the last 5 years and one for our general membership. These listening sessions were designed to gather feedback from stakeholders about what SOA is doing well, areas of concern, and opportunities for growth. Council members and committee heads then began working with a consultant in August and September to begin to develop goals and objectives, focusing on the value SOA provides to the archival community.

After a pause in the process to review internal SOA board structures, we began again in February 2023. The Strategic Planning Committee made the decision to create a lighter, brighter, more flexible plan, which sets goals in each of our focus areas over the next three years, and outlines strategies for successfully achieving these visionary initiatives.

Society of Ohio Archivists Strategic Planning Team, 2023
-Melissa Dalton, Preserve It, LLC (Vice President/President-Elect 2022-2023, President 2023-2024, Past President 2024-2025)
-Collette McDonough, Kettering Foundation (At-Large 2021-2023)
-Nick Pavlik, Bowling Green State University Libraries (At-Large 2022-2024)
-Amy Rohmiller, Kettering Health Dayton (President 2022-2023, Past President 2023-2024)
Plan facilitation & production by Jennifer Souers Chevraux, Principal, Illumine Creative Solutions, LLC.

Mission

SOA improves the state of archives in Ohio by promoting the archival profession and providing education and networking opportunities.

Vision

SOA will be the primary provider of professional development for archivists and historical records professionals in Ohio.

SOA will be a leader in offering educational and collaborative programs, designed both for new and experienced professionals.

Through these services archivists and others working with historical resources in Ohio will gain knowledge and experience, improving public access to historical documents and information, and enhancing historical memory in communities throughout the state.

Core Values

Education: The Society of Ohio Archivists strives to create and support continuing education, mentorship, and training opportunities for its members, as well as anyone caring for the archival needs of organizations, communities, families, or individuals. SOA welcomes archivists of all levels of education and experience.

Collegiality: Our organization fosters a spirit of camaraderie that accepts, welcomes, and includes a diverse membership from all areas of the archival community and provides them with supportive networking and fellowship opportunities.

Advocacy: SOA actively promotes and support the field of archives and the work of archivists and the value of the historical record.

Collaboration: SOA seeks and creates opportunities for partnerships with and between organizations and institutions for the betterment of the society and the profession.

Goals

1.  As a result of joining SOA, people doing archival work in Ohio will access relevant resources, gain cost-effective professional development, and network with a vibrant community of practice.
2. As a result of accessing relevant SOA resources, Ohio communities and organizations without a professional archivist will gain valuable archival knowledge to become confident stewards of their collections.
3. As a result of engaging in SOA outreach and programs, people will develop a deeper understanding of the diversity of human experience and history; and archiving as a practice.

STRATEGIES FOR SUCCESS

1) Education, Programs, & Outreach

First

• • Hold SOA’s Annual Spring conference and participate in archival tracks at collaborating organization conferences (e.g., MAC, OLHA)
  • Publish a semi-annual newsletter
  • Regularly update SOA’s website and social media with relevant, timely, curated content: blog, DEI resources, internships page, passport, public information, etc.
  • Field archivists’ questions via the listserv

Next

• • Host or sponsor virtual/in-person workshops or forums on industry best practices and share news of regional and national resources + webinars

Finally

• • Create lesson plans for teachers highlighting archival resources and practices

2) Membership & Collegiality

First

• • Analyze membership program benefits in support of increasing membership.
  • Have galvanizing answers to the questions:
    • Why join SOA?
    • What value does SOA provide for those doing archival work in Ohio?

Next

• • Evaluate and monitor marketing and communication channels making sure they give access to relevant information and resources.
  • Connect with graduate programs around the state in archives/library science/informatics/public history to promote SOA resources and membership.

Finally

• • Launch initiative for professional archivists to mentor other dues-paying members.
  • Create program according to best practices and a pipeline directing them to other cost-effective mentoring opportunities.

3) Advocacy

First

• • Continue public advocacy efforts, drafting statements on relevant legislation and submitting them to lawmakers.
  • Raise awareness of SOA’s public advocacy efforts by sharing news through all SOA media channels.
  • Participate as an organization in #AskAnArchivist Day.

Next

• • Participate in public advocacy events with decision-makers, such as at Statehood Day, to maintain and increase funding for Ohio archives.
  • Plan and/or promote public programming during Archives Month.

Finally

• • Explore other avenues to increase advocacy on behalf of archives and other cultural heritage organizations

4) Collaboration

First

• • Sponsor Ohio History Day SOA award (senior and junior divisions) for use and citation of primary sources.
  • Use SOA convening power to share resources from other entities doing the same work like MAC, LYRASIS, OhioNET, OhioDIG, OPC, ARMA, CARMA, CoSA, and others.

Next

• • Create a sustainable, reciprocal partnership with OLHA.

Finally

• • Create a partnership liaison to address bandwidth factor (possible council position?)
  • Access OLHA’s regional network (via OHC Liaison) to connect with local history organizations.
  • Provide a platform for community/personal archivists to share their work with the wider SOA membership to build bridges among archival stewards working in formal and informal settings.

5) Organizational Structure & Sustainability

First

• • Set up a bylaws task force to review and revise existing bylaws and make suggestions for improvement.

Next

• • Cultivate greater diversity among SOA leadership.
  • Evaluate internal processes and come up with plans for improvement.

Finally

• • Offer new forms of SOA leadership engagement including mentorship, and cultivation of early-career leaders (especially committee chairs).

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Strategic Planning Committee

The Strategic Planning Committee works with Council and is responsible for monitoring SOA’s mission, long-term vision, and development. The committee will track SOA’s progress towards reaching the goals and objectives laid out in SOA’s most recent Strategic Plan and aid in the development of future goals.

Membership will consist of the President, Past-President, and two Council-approved At-Large members. At-Large members will serve a 2-year term. An At-Large member term can be renewed once, upon approval by Council. At-Large Member terms will end in alternating years.

Members:
– Melissa Dalton, Independent Archivist/Public Historian (Vice President/President-Elect 2022-2023 / President 2023-2024 / Past President 2024-2025)
– Collette McDonough, Kettering Foundation (At-Large) (2021-2023)
– Nick Pavlik, Bowling Green State University Libraries (At-Large) (2022-2024)
– Amy Rohmiller, Kettering Health Dayton (President 2022-2023 / Past President 2023-2024)

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Past Strategic Plans

Strategic Plan 2018-2021

Download as PDF.

Society of Ohio Archivists Guiding Principles

Mission

To improve the state of archives in Ohio by promoting the archival profession and providing professional development and networking opportunities for Ohio’s professional and aspiring archivists.

Core Values

Education: The Society of Ohio Archivists strives to create and support continuing education, mentorship, and training opportunities for its members as well as those with basic archival education needs within the community.

Collegiality: Our organization fosters a spirit of camaraderie that accepts, welcomes, and includes a diverse membership from all areas of the archival community and provides them with supportive networking and fellowship opportunities.

Advocacy: SOA actively promotes and support the field of archives and the work of archivists and the value of the historical record.

Collaboration: SOA seeks and creates opportunities for partnerships with and between organizations and institutions for the betterment of the society and the profession.

Strategic Plan Section Definitions

Goals are broad statements of what the organization hopes to achieve and are qualitative in nature. Goals drive strategic planning preparation. Very often, goals give further definition to the organization’s vision.

Objectives are the achievements that must be attained in order to meet the larger goal. They begin to break down the goals into particular points that can be measured.

Strategies describe the approach or method for attaining objectives. Strategies begin to answer the “how, who when” questions. Strategies describe an approach or method; they don’t describe detailed activities – that’s the work of tactics.

Tactics or tasks are specific activities that will be done in order to execute the strategies. As such, they are the “concrete” activities to be done to implement the strategies and achieve the goals. Tactics have due dates and people assigned to carry them out.

Goal 1: Internal Structure:

The Society of Ohio Archivists will foster a seamless transition in the running of the organization.

Objective A: Define and document roles and responsibilities of the Society of Ohio Archivists including council positions, committees and their co-chairs.

Strategy 1: Gather any documentation already created that defines these roles.
Strategy 2: Have each council member and committee co-chair document what they understand their position to entail.
Strategy 3: Investigate and decide if Public Information Committee’s name would be better served being changed to Marketing and Communications.

Objective B: Develop a policy and procedure handbook.

Strategy 1: Investigate and decide if committee co-chairs should be included in council communications and meetings.

Goal 2: Membership:

The Society of Ohio Archivists will address membership and benefits offered to members.

Objective A: Explore the possibility of creating a mentorship program.

Strategy 1: Investigate and gather examples of other organization’s mentorship programs.
Strategy 2: Evaluate proposed mentorship program and update strategies regarding implementation if approved.

Objective B: Create a member benefits package.

Strategy 1: Investigate and determine what the current membership dues are used for. (Due August 2019, Treasurer/Council, lead)
Strategy 2: Create a list of membership benefits. (Due August 2019, Council and Membership Committee, lead)
Strategy 3: Investigate and determine what additional benefits can be offered with an increase in membership dues. (Due August   2019, Council and Membership Committee, lead)

Objective C: Increase the number of student membership.

Strategy 1: Investigate and explore ways to increase student memberships. (Due April 2019, Marketing & Communications Committee/Membership Committee, Advocacy & Outreach Committee lead)

Objective D: Investigate and determine ways to provide more informal networking opportunities.

Strategy 1: Set up a “SOA Meet Up” and host a trail.
Strategy 2: Develop “SOA Meet Ups” and implement statewide. Assigned to A&O committee in December 2019.

Objective E: Create more training and professional development opportunities for members, including Archives 101 workshops and online training

Strategy 1: Investigate and explore ways of developing opportunities for members, including Archives 101 workshops and online training. Assign to Marketing & Communications Committee/Educational Programming Committee.

Goal 3. Funding:

The Society of Ohio Archivists will increase funding efforts.

Objective A: SOA will explore the creation of a non-profit foundation so that those donating to the organization can receive a tax benefit.

Strategy 1: Inquiry with a lawyer by December 2018, President and Treasurer, lead.

Objective B: Investigate and decide whether a development committee should be created.

Strategy 1: (Due April 2019, Council, lead) – part of objective A.

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INTRODUCTION TO 2008 STRATEGIC PLAN

Founded in 1968, the Society of Ohio Archivists was one of the first statewide archival organizations in the country. In the past thirty years, hundreds of archivists networked at SOA conferences, presented workshops, and participated in Archives Month. Building on this strong foundation, this strategic plan will establish a framework for a 21st century organization.

The strategic planning process began with discussions by SOA Council regarding the 30th anniversary of our organization. In an effort to bring in the membership into the planning process, Council held a SWOT (strengths, weaknesses, opportunities, threats) session at the April 2008 Annual Meeting. More than 35 SOA members participated in the session. Council then met in August and October 2008 to draft the plan. As archives continue to face the combined challenges of reduced funding, rapid technological change, and increased responsibility within our organizations, the Society of Ohio Archivists serves a critical need. Through its training programs, networking opportunities and advocacy efforts, SOA will continue to serve a necessary role for Ohio’s archival community.

MISSION STATEMENT

To improve the state of archives in Ohio by promoting the archival profession and providing professional development and networking opportunities for Ohio’s professional and aspiring archivists.

CORE VALUES

Education: The Society of Ohio Archivists strives to create and support continuing education, mentorship, and training opportunities for its members as well as those with basic archival education needs within the community.

Collegiality: Our organization fosters a spirit of camaraderie that accepts, welcomes, and includes a diverse membership from all areas of the archival community and provides them with supportive networking and fellowship opportunities.

Advocacy: SOA actively promotes and supports the field of archives and the work of archivists.

Historical Record: The society’€™s members are passionate about collecting, preserving, and increasing the accessibility of historical records to improve the public’s quality of life and improve accountability of institutions to the people.

Collaboration: SOA seeks and creates opportunities for partnerships with and between organizations and institutions for the betterment of the society and the profession.

VISION STATEMENT

By 2013 SOA will become the primary organization for professional development for the majority of archival professionals and historical practitioners in Ohio. SOA will be a leader in providing educational and collaborative programs, designed both for new and experienced professionals. Through these services archives professionals and others who work with historical resources in Ohio will become more experienced and knowledgeable in their field, thus substantially improving archival services and historical resources in Ohio. Historical documents and information will become more accessible to the public, and therefore enhance the historical memory of the state and its communities, which improves the quality of life for all Ohioans

GOALS

Goal I: Strengthen the organization to ensure a sound financial and governing foundation.

Obj. A.: Increase funding base for SOA and improve its financial administration.

Task i. investigate and make recommendations for creating an endowment

Task ii. Evaluate and (as-warranted) increase all earned revenue areas.

Task iii. Explore ways to retain members and increase membership of the organization by 20% in the next five years

Obj. B: Improve governance structure for the organization.

i. Change structure of Council and Officer terms to allow for additional terms of office.

ii. Examine Council and Committee structure to increase participation of members and continuity of leadership.

iii. Develop a manual for Council and Committee guidelines and procedures.

iv. potential SOA partnership with OHS

Goal II: Ensure the promotion and support the preservation of historical records in Ohio.

Obj. A: Promote historical records in Ohio.

i. Create an Advocacy Committee to evaluate and develop advocacy efforts.

a. Implement advocacy strategy for SOA.

ii. Improve Archives Month program.

a. Evaluate effectiveness of current programs.

b. Seek funding sponsorship to support Archives Month activities.

Obj. B: Support the preservation of historical records in Ohio.

i. Investigate holdings of archives in Ohio.

a. Partner in Connecting to Collections grant through IMLS.

ii. Participate in Statehood Day.

a. Increase the number of members who participate in Statehood Day.

b. Work with Advocacy Committee to develop platform for archives advocacy.

iii. Participate in History Day

a. Provide monetary awards for students.

b. Increase participation among archivists as judges and content providers and increase communication with the History Day office.

Goal 3: Promote and strengthen the archival profession in Ohio.

Obj. A: Provide high-quality programs and publications for archivists.

i. Evaluate current workshop offerings and create realistic list of offerings.

ii. Expand newsletter to include practitioner articles, spotlights on institutions, and student articles.

Obj. B: Provide opportunities for networking and collegial events.

i. Hold events at the annual meeting and fall workshop that provide networking opportunities.

ii. Have Council contact new professionals and students.

Goal 4: Actively seek out partnerships.

Obj A: Collaborate with allied groups.

i. Identify other organizations for potential collaborations.

ii. Promote SOA by attending and participating in regional meetings of other professional organizations.

Obj. B: Work with faculty and student groups at academic institutions to increase participation in SOA.

i. Send membership brochures to history and library science departments.

ii. Recruit students by attending orientations and meetings and developing electronic tools to connect with students.

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1995 Strategic Plan

Members of the Society of Ohio Archivists drafted this strategic plan at a retreat held in Columbus on February 26, 1995. The SOA Council approved the plan on June 9, 1995.

1. The Society of Ohio Archivists will do whatever feasible to advance archival institutions and the archival profession in Ohio.

• The society should not squander its limited resources pursuing unreachable objectives.

• The society should try to balance its programs to appeal to both professional and amateur archivists.

2. The Society of Ohio Archivists will make a concerted effort to recruit members from similar organizations and from the ranks of the amateur archivists of Ohio.

• The society should have at least one member from every archival institution in the state.

• The society should target related organizations like the Ohio Genealogical Society for members.

•   The society should gain access to these groups by targeting educational programs to their needs.

3. The Society of Ohio Archivists Education Program should continue to provide quality continuing education to the state’s professionals while seeking to provide basic archival education to the state’s amateur archivists.

•  Nationally recognized experts should be recruited for continuing education programs.

•   Every amateur archivist should be given the opportunity to attend an Archives 101 workshop in his or her region.

• A standing education committee should be established to create new programs and workshops, to create a calendar of programs, and to develop an information packet on how to start an archives.

•   The education of those using archival institutions is outside the scope of the society, and should be left to individual institutions.

•   The creation of educational packets of primary sources for teaching history is likewise outside the scope of the society.

• The SOA council should write a letter to the Ohio Board of Regents expressing concern about the lack of advanced archival education courses in the state, and to encourage funding for undergraduate internships in archival institutions.

4. The current procedures for dealing with legislative concerns and similar issues are adequate and do not need to be changed.

• The role of the council is to inform the membership of significant legislation and to encourage the membership to take appropriate action on their own.

• The council should poll the membership on issues if possible, but may make recommendations without consulting the membership if time does not permit.

5. The Society of Ohio Archivists should seek to enhance its visibility through Archives Week.

•  The focus of Archives week should include: what are archivists and archives and what purpose do they serve?

• SAA and MAC should be encouraged to implement a national and regional Archives Week.

•   A speakers’ bureau should be created to respond to outreach opportunities.

• The membership should be encouraged to participate in Archives Week.

6. The Society of Ohio Archivists should adopt administrative measures to encourage the completion of long-range goals.

•  Committees should be adopted and headed by council members to facilitate activities that have recently grown in scope.

•   Among the activities that may need new administrative structures are education, legislation, and Archives Week.

• A public information officer might facilitate the dissemination of important information.
•   Council should act with great deliberation so that the administrative structures chosen for these tasks endure the test of time.

Last Updated on November 20, 2023 by Emily Gainer