[TN-Bird] Re: TOS Records Archives?

This current state of affairs really seems to be a travesty. Hopefully these
records will indeed turn up, but can there be any excuse for the way this
seems to be being brushed aside? Maybe this will all be resolved, with a
reasonable explanation, but several people have invested their time and
energy into this matter, and deserve a reply and some answers. Anyone who
has turned in records should be able to feel safe knowing that their records
and documentation are safe and accounted for.

Good birding,

Mike Todd
McKenzie, TN
Carroll Co.
birder1@xxxxxxxxxxxxx


----- Original Message -----
From: <mgreene@xxxxxxxxx>
To: <tn-bird@xxxxxxxxxxxxx>
Sent: Tuesday, April 29, 2003 9:11 AM
Subject: [TN-Bird] Re: TOS Records Archives?


>
>
> Where are the TOS Bird Records Committee archives?  That seems to be the
> million dollar question.  I have been trying to locate them since last
> April to no avail.  I have sent numerous e-mails to multiple e-mail
> addresses inquiring as to the location of these valuable files and have
yet
> to get even one response back much less an answer to my inquiries.  Not
> even one courtesy acknowledgement.
>
> This problem should concern every TOS member not just Records Committee
> members.  I have had requests from several birders in the last couple of
> years (some from other states) wanting particular historical records from
> the past to reference for articles for The Migrant, etc.  It is very
> frustrating as a records committee member or Secretary to not even be able
> to tell someone where the files are much less how they could actually be
> accessed!  Folks, this needs to change immediately!  Not having these
files
> containing valuable records has not only hindered the Records Committee
but
> has also hindered the writing of articles for The Migrant and Birding
> magazine!  As Jeff stated I have copies of all records which have been
> turned in since I was Secretary of the committee the first time back in
> 1996.  Kevin & I have since kept copies of all the records which have been
> turned in to the committee since that time but I refuse to turn in the
> files that I have for "archiving" into an apparent black hole.
>
> I agree that this is such an important topic that it needs to be addressed
> at the TOS board of directors meeting on Saturday.  I will not be able to
> attend as my wife is almost 9 months pregnant but would someone please
> bring this up under new business at the meeting?  I will do whatever I can
> to help.  The office of the State Ornithologist at the TWRA headquarters
in
> Nashville would seem to be a good, centrally located, easily accessed
place
> to house these valuable files.
>
> Comments?
>
> Thank you,
>
> Mark Greene
> Secretary, Tennessee Bird Records Committee
> Trenton, TN
>
>
>
>
>                       OLCOOT1@xxxxxxx
>                       Sent by:                 To:
tn-bird@xxxxxxxxxxxxx
>                       tn-bird-bounce@fr        cc:
>                       eelists.org              Subject:  [TN-Bird] TOS
Records Archives?
>
>
>                       04/29/2003 08:24
>                       AM
>                       Please respond to
>                       OLCOOT1
>
>
>
>
>
>
> TOS Archive Questions?
>
> I want to again focus the attention of the state's birders on a legitimate
> problem concerning the official archive of bird records. Over the past
> year,
> over 20 inquiries concerning the Records Archives from Records Committee
> members and Secretaries including a public request on TN-BIRDS have gone
> unanswered. I am deeply concerned about the status of the official Bird
> Records Archives and want to bring this to the attention of all TOS
> members.
>
>
> Since the last post on this subject, Chris Welsh, the Editor of the
> Migrant,
> on his second attempt, managed to locate some TOS archives at UT
Knoxville.
>
> However, with the exception of some very old writings and documents, he
> could
> find little or no documentation on any sightings or any records
> specifically
> related to Records Committee votes or files. I personally attempted to
> follow
> what I thought was an appropriate protocol by making requests for access
> through the records committee, but those requests for information by the
> committee about access to the archives have not been answered.
>
> Does anyone in TOS know where these documents are at this time? If so,
> could
> you please respond to TN-BIRDS so that everyone might be informed of the
> status of these records? Do others share our concern over the status of
> these
> records? If they are lost, misplaced, or their status is unknown, then we
> need to give some attention to locating these records immediately.
>
> When Mark Greene took over the Records Committee's Secretary duties from
> Don
> Davidson in the 90's, he assumed all of Don's completed records had been
> turned over to the Curator. At that time, Mark received only those records
> still pending. When Mark's term as Secretary expired, he handed his files
> over to the Curator and now present TOS President, Chuck Nicholson.
> Fortunately Mark kept a copy of all the records from his term. Over the
> past
> year, Mark has repeatedly inquired as to the status of the records and
> access
> procedures with absolutely no response.
>
> Kevin Calhoon, during his recent term as Secretary to the Records
Committee
>
> also wrote the Curator, attempting to locate these archives and the
> procedure
> for accessing them. He also received no answers or even an acknowledgment
> of
> his multiple inquiries. Upon the recent expiration of Kevin's term, he
> handed
> his files over to Mark Green, the new short term Secretary rather than
> turning them over to the Curator. We know where those files are, but what
> of
> the many that went before?
>
> All this seems to be spelled out in: Article 5, Sec. 7 of the TOS
> Constitution
>
> Sec.7. The Curator shall have charge of all specimens that may come into
> the possession of the Society and shall be the keeper of all literature,
> field records, papers and the like that may come into the possession of
the
> Society.
>
> Do these valuable records reside at this time in someone's attic, garage
or
>
> basement? Should they not be in a secure location? Are these records in a
> file cabinet, in boxes, under lock and key, secure from fire or theft? Are
> they in any order, filed by year, by species? Who is now responsible for
> their safekeeping? Should they not be accessible by those wishing to
> research
> these documents for articles in the Migrant or other legitimate research?
>
> Shouldn't these records be transferred to a secure location on a regular
> and
> specified basis? Should there be a committee appointed to collect and
> organize these records? Maybe these records could be copied and the copies
> kept in a central location in the State; let's say at the TWRA offices of
> the
> State Ornithologist in Nashville. If something like that could be worked
> out,
> the records could then be accessed with little effort from anywhere in the
> State and these copies would then act as a back up to the originals?
>
> I, along with the others I have spoken with on this issue, believe that
> these
> records are important to TOS and certainly warrant care and attention. I
> would like to formally request that this issue be listed on the agenda and
> be
> opened for discussion at the TOS Directors meeting this weekend. I also
> request that this agenda item be initiated with a report from the Curator
> on
> his knowledge of the TOS archives. Hopefully these archives can be located
> and become accessible to TOS members in the near future.
>
> Looking forward to some input on this situation,
>
>
> Good Birding!!!
>
> Jeff R. Wilson
> OL' COOT / TLBA
> Bartlett Tenn.
>
>
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> =================NOTES TO SUBSCRIBER=====================
>
> The TN-Bird Net requires you to sign your messages with
> first and last name, city (town) and state abbreviation.
> -----------------------------------------------------
> To post to this mailing list, simply send email to:
> tn-bird@xxxxxxxxxxxxxx
> -----------------------------------------------------
> To unsubscribe, send email to:
> tn-bird-request@xxxxxxxxxxxxx
> with 'unsubscribe' in the Subject field.
> * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
> Topographical Maps located at http://topozone.com/find.asp
> * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
>      Visit the Tennessee Ornithological Society
>           web site at http://www.tnbirds.org
> * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
>     TN-Bird Net Owner: Wallace Coffey, Bristol, TN
>         jwcoffey@xxxxxxxxxx      (423) 764-3958
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=================NOTES TO SUBSCRIBER=====================

The TN-Bird Net requires you to sign your messages with
first and last name, city (town) and state abbreviation.
-----------------------------------------------------
To post to this mailing list, simply send email to:
tn-bird@xxxxxxxxxxxxxx
----------------------------------------------------- 
To unsubscribe, send email to:
tn-bird-request@xxxxxxxxxxxxx 
with 'unsubscribe' in the Subject field.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * *
Topographical Maps located at http://topozone.com/find.asp
* * * * * * * * * * * * * * * * * * * * * * * * * * * * *
     Visit the Tennessee Ornithological Society
          web site at http://www.tnbirds.org
* * * * * * * * * * * * * * * * * * * * * * * * * * * * *
    TN-Bird Net Owner: Wallace Coffey, Bristol, TN
        jwcoffey@xxxxxxxxxx      (423) 764-3958
=========================================================

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