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I. OFFICIAL STATUS

The Section of International Organisations is part of the International Council on Archives (ICA) under the terms of the relevant articles of the Constitution of the Council.

II. AIMS AND OBJECTIVES

The aim of the Section is to promote the management and use of records and archives of international organisations and their preservation through the sharing of experiences, knowledge, research and best practices on professional archival and records management matters. The objectives of the Section are to:

(a) establish, maintain, and strengthen relations between archivists and records managers of international organisations and between all institutions, professional bodies and other organisations or persons concerned with the custody, organisation or administration of archives and records of international origin, public or private, wherever located;

(b) promote, organise and co-ordinate best practices, the development of standards and other activities in the field of records and archives management;

(c) organise and encourage professional training of staff responsible for the management of archives and records of international organisations;

(d) facilitate the interpretation and use of archives of international organisations by making their content more widely known and by encouraging greater access to them;

(e) promote, organise and co-ordinate activities in the field of archives and records management in international organisations, including meetings of the archivists and records managers concerned;

III. ACTIVIVTIES AND PROGRAMME OF WORK

The Section shall draw up its programmes of activities in co-operation with the ICA Programme Commission and may be invited by the Executive Board of the ICA to take responsibility for parts of the programme of the International Council on Archives. The Section may run its own publications and communications.

IV. MEMBERSHIP

Membership is managed by the International Council on Archives. Any archivist or records manager working for an international organisation, which is a member of category C of the Council, as well as any individual member of the Council (category D) who is a staff member of an international organisation may become a member of the Section on paying the required fees. Any international organisation and any archivist or records manager who is a former staff member of an international organisation and who is a member of category D of the International Council on Archives may become an associate member of the Section on paying the required fees. Other members of the Council may be admitted as associate members of the Section, particularly those who are responsible for or whose work largely concerns archives or records of an international origin. Eligibility for full and associate membership will be determined by the Board of the Section. Members enjoy the right of individual vote on all questions submitted to the Section and are eligible for election to the Board of the Section. Associate members have the same right to express their views as full members but do not have the right to vote. The President of the International Council on Archives may send an observer to meetings of the Section. The chairperson may invite other observers as appropriate, taking into account the subjects under discussion.

V. BOARD

The general management of the Section is entrusted to a Board. The Board consists of a chair, a vice-chair, a secretary and three other members. The vice-chair will also act as treasurer. The members of the Board are not acting as representatives of their organisations but rather acting in the interest of the Section. Should it become impossible, between Congresses, for the chairperson to exercise his/her functions, the vice-chair will assume these functions until the re-election of the Board at the next Congress. Should it become impossible for the vice-chair to exercise these functions, the secretary of the Board will assume them. The Board will be elected on the occasion of each Congress (every four years) by a vote open to all full members of the Section whether present at the Congress or not. For this purpose, the Board will solicit nominations from the membership, circulate a list of valid nominations to members, and arrange for those not attending the Congress to cast their vote by correspondence. In case two candidates receive an equal number of votes, a second round of voting will be organised. Members of the Board may serve no more than two consecutive terms in the same position. In the event of failure to elect a new chairperson the existing chairperson will remain in office until the Section has elected a successor. The chairperson will on the occasion of each Congress submit to the Section a report on his/her tenure of office; between Congresses, he/she will submit an annual report on the activities of the Section to the Executive Board of the International Council on Archives and circulate it to the members of the Section.

VI. MEETINGS

The Section shall meet annually; in years where Congresses are organised the Sectionís annual meeting will take place during the Congress. The meetings must be announced at least two months in advance. The Board shall meet whenever convened by its chair or upon the request of one-third of its members. If at all possible, these meetings should coincide with the Section meeting. If members organise ad-hoc projects or local meetings to discuss problems of common interest, they will keep the Board regularly informed by reporting the results of such projects or meetings to the chair.

VII. FINANCE

The fees paid by the members will be determined by the International Council on Archives. The Section shall administer its own budget under the supervision of the vice-chair. It will be entitled to grants from the International Council on Archives in accordance with the specific stipulations in the relevant articles of the Constitution.

VIII. LANGUAGES

All correspondence and other business shall be conducted in English and/or French.

IX. AMMENDMENT OF THE STATUTES

These statutes may be amended by a simple majority vote of all full members of the Section, either at a Section meeting or by correspondence. Proposals for amendments must be made in writing and addressed to the chairperson, who will circulate them to all members of the Section at least two months before the vote.


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