Neutrality
As a neutral entity, Urantia Historical Society does not create or endorse any particular interpretation of the history of The Urantia Book or its cultural development. We are also impartial as to the actions and nature of the various organizations associated with The Urantia Book.
Naturally, Board Members participate in other Urantia Book related activities, which may produce items suitable for the UHS collection. Such items are given no special consideration; they are accepted and processed consistent with standard UHS policies and procedures.
Scope
While Urantia Historical Society is a neutral institution and does not endorse or create histories, we must determine what is within the scope of our archives and what is outside of it. This is always a collective decision of the Board of Directors.
UHS considers a wide range of Urantia Book related items for inclusion in our collection. Predictably, we receive donations more quickly than we can process them, so we prioritize processing as best we can, given the circumstances and our resources. If a record is not found in our archive, this does not mean that it is outside our scope. Currently, items and categories of items may not be listed Archive for any number of reasons. They may be in the queue to be processed, or we simply do not have that particular record. Donors may also have requested we postpone making certain items publicly available. Please feel free to get in touch with any specific questions you may have.
Biographical Information
The archive software we use automatically creates a Bio record for anyone who appears in the People search engine. We provide basic biographical information for the people connected to items in our collection. Pictures are only provided for those who have passed away or who have given us permission.
Code of Ethics
Board Members and volunteers abide by the ICA (International Council on Archives) Code of Ethics of which we are a member. We are also a member of AASLH (American Association of State and Local History).
Contact and Other Personal Information
Our work necessarily relates to lives past and present. Donations sometimes contain contact and other personal information, even directories. Nonetheless, UHS does not otherwise compile data on individuals to sell or share with other organizations, businesses, or individuals.
UHS Archival Policies and Procedures
Urantia Historical Society maintains a standing Archive Committee responsible for
receiving archival donations, accessing these materials and maintaining and preserving
them. The Archive Committee also maintains those facilities and materials necessary to
accomplish this preservation work.
The following points are considered here:
Policies
● Ethics
● Scope
● Neutrality
Procedures
● Accession
● Storage
● Access
● Training
The Archive Committee (AC):
Abides by the International Council on Archives “Code of Ethics”.
To that end, the AC:
● Protects the integrity of archival records and materials – archivists must have
regard to the legitimate, but sometimes conflicting, rights and interests of
employers, owners, data subjects and users, past, present and future.
● Protects the authenticity of documents during archival processing, preservation
and use.
● Generally allows for a period of grace for where records mention living
individuals, up to five years after all mentioned parties are deceased.
● Avoids the publication of correspondence until individuals “to” and “from” are
deceased 5 years.
● Avoids the publication of slanderous materials until such time as all mentioned
individuals are deceased 20 years.
● Ensures the continuing accessibility and intelligibility of archival materials.
● Should record, and be able to justify, their actions on archival material. Archivists
should advocate good recordkeeping practices throughout the life-cycle of
documents.
Determines the scope of the archives.
To that end, the AC:
● Regularly assesses the range of published records as well as holdings not
published. Published refers to items made available to the public.
● Determines the scope of the archives as a collective body, never as individuals,
subject to later review by the UHS Board for final review and decision.
● Four categories: 1) Published, 2) Holding tank for future publication, 3) held in
archives (libel, legal, fringe) but not published, 4) outside the scope entirely.
● On a case by case basis of doubtful categorization, determine:
○ Of what value is it?
■ Of what value to the dissemination of the Revelation is the record?
(Look at it from the perspective of all three aspects: origin, history,
destiny.)
■ If yes, it is of value, to any of the above, then it is within the scope,
but see standards below:
○ Does it achieve necessary standards?
■ Is it publishable according to legal constraints? And to what degree
and when?
■ Is it publishable according to ethical considerations (sensitive)? And
to what degree and when?
■ Is it factual or legitimate?
○ Which of the four categories does a record belong to according to the
above criteria?
● In the case of a lack of consensus on the scope of any given record, both the
approval and dissent sides are to be presented and preserved to the UHS Board
for final say.
Maintains neutrality.
To that end, the AC:
● Donors sign over copyright via Donor Agreement document.
● Should promote the widest possible access to archival material and provide an
impartial service to all users.
● Should offer impartial advice to all, and employ available resources to provide a
balanced range of services.
● Should explain pertinent restrictions to potential users, and apply them equitably.
● Should discourage unreasonable restrictions on access and use but may suggest
or accept as a condition for acquisition clearly stated restrictions of limited
duration.
● Should observe faithfully and apply impartially all agreements made at the time
of acquisition, but, in the interest of liberalisation of access, should renegotiate
conditions in accordance with changes of circumstance.
● Maintain archival material in its historical, legal and administrative context, thus
retaining the principle of provenance.
● Receives, accesses, archives, and publishes historical records in the order
received and according to available workload and location.
● No preference of publication shall be given to any given organization, society, or
individual.
● Rejection of material can be made only if the material is determined to be outside
the scope of UHS, according to AC procedures.
● In difficult determinations of scope, legality, or ethics, archiving can be done,
though without publication.
Accession procedures.
To that end, the AC:
● Receives donations of records.
● Organizes and files records according to logical categories (similar to those in the
archive).
● Labels records into these various categories.
● Determines provenance unknown, incomplete, known donor, permissions, etc.
(Things that should be included are names, dates received, dates processed,
copies and locations, whether it is part of a larger collection. Give due
consideration to historical context, anecdotal history surrounding the collection.)
● Scans records.
● Determines FIC number and adds descriptions to the digital files.
● Uploads the files to Past Perfect or other accession program, but does not
publish.
● Determines, as a committee, whether records are in line with scope, ethical, legal
and quality guidelines above, and/or have duplicates. If it is a duplicate,
determine publication status, but archive physically in a separate location.
● Determines whether records can be made public online, public through physical
access, or maintained privately for preservation purposes (both physically and
digitally).
● Determines ethical and legal delays.
● Annually reassess “to be released” folders in case material should then be
published. Publication of delayed material should not be automatic, but is
determined by the AC.
Storage Procedures.
To that end, the AC:
● Maintains physical and digital storage facilities, as well as duplicate storage
where possible.
● Uses protective archival sleeves, folders and containers. Containers should be
fire proof.
● Safes, vaults, and physical archive facilities, should be moisture free, fireproof,
and climate controlled.
● Maintains security where access is limited.
● Ensures that at least two persons always have access to the keys and
passwords/login information of both physical and digital workspaces and tools.
● Maintains originals plus at least two copies in separate locations, where possible.
Access policies.
To that end, the AC:
● Abides by the same rules of quarantine and publication for physical and digital
records. Slander, Legal records, correspondence, etc., are physically available to
the same extent as the digital. (See Ethics above.)
● Ensures that access does not in any way damage or change records.
● Is forthcoming with reasons for limiting access.
● Is forthcoming as far as decisions determining scope.
Training procedures.
To that end, the AC:
● Ensures that volunteers and contractors:
○ Understands and agrees to the mission statement of UHS.
○ Understand and sign non-disclosure agreements.
○ Read, understand and agree to abide by UHS ethics standards, including
the ICA Code of Ethics.
● Are shown hands on the accession process, in part or in whole, as needed.
In all other areas, the AC and its archivists should pursue professional excellence by
systematically and continuously updating their archival knowledge, and by sharing the
results of their research and experience.
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