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CASE-NAIS 2013

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Rebecca Brooks

on 12 January 2013

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Transcript of CASE-NAIS 2013

PAST, PRESENT, FUTURE: CONNECTING WITH ALUMNI, PARENTS AND STUDENTS THROUGH ARCHIVES

CASE-NAIS
Independent Schools Conference
January 13, 2013 Presenters:

Rebecca Brooks
Archivist and Head Librarian
The Madeira School, McLean, VA
rbrooks@madeira.org

Jacqueline Haun
Archivist Librarian
The Lawrenceville School, Lawrenceville, NJ
jhaun@lawrenceville.org

Laura Vetter
Archivist
Episcopal High School, Alexandria, VA
lfv@episcopalhighschool.org Common Questions

What is an archives?
Who is responsible for the archives?
Where do we keep the archives?
Who can access the archives?
What goes in the archives?
Why do we need an archives? What is an Archives?

- The building (or portion thereof) housing archival collections.
- The division within an organization responsible for maintaining the organization's records of enduring value.
- An organization that collects the records of individuals, families, or other organizations; a collecting archives.
- The professional discipline of administering such collections and organizations. What is an Archives?
Materials created or received by a person, family, or organization, public or private, in the conduct of their affairs and preserved because of the enduring value contained in the information they contain or as evidence of the functions and responsibilities of their creator, especially those materials maintained using the principles of provenance, original order, and collective control; permanent records. Who is Responsible for the Archives?

Professional Archivist
Librarian
Development Staff
Head’s Assistant
Emeritus Faculty or Staff
Part-time Faculty or Staff
Volunteer
You? Where do we keep the Archives?

Institutional
Oversight
Head’s Office
Library
Development Office
Basic Facility Requirements
Constant temperature
Constant low humidity
Restricted Access (locked room(s)) Who can access the Archives?

Determined by the school. Some materials may be restricted due to confidentiality or preservation concerns.

Users may include:
- Faculty and staff
- Alumni
- Students
- Genealogists
- Academic researchers
- Media What goes in the Archives?

Reflects the structure and history of the
school and is guided by the school’s
collection policy Why do we need an Archives?

- The archives serves as the institutional memory of the school.
- Without an archives, noncurrent records of legal, administrative, evidentiary, information or historical value may be lost.
- Accrediting institutions increasingly require an archives program. Archives Basics for Independent Schools Collections Policy

- Tied to the mission of the archives (and hopefully the school)
- Acts as a guideline for accession
- What types of materials will you accept?
- Will you take materials on loan or permanent donation only?
- Will you accept materials with restricted access?
- How will you handle issues of copyright? Appraisal Process
- Value of materials (intellectual & intrinsic)
- When and where to do appraisal
- Reflection on the collection policy

Acquisition
- Legal transfer
- Deed of gift
- Internal Transfer Documentation Accession
- Taking physical control
- Logging the donation
- Reviewing in a triage area
- Assigning priorities (perhaps based on funding for certain collections)
- Deaccessioning materials (right of first refusal) Processing
- Must have appropriate space for processing collections
- Time intensive process
- Arranging, housing (or re-housing), labeling and describing
- Original Order or Imposing Order for access purposes Arrangement
- Organize with respect to original order
- Intellectual arrangement vs. Physical arrangement
- Record and Series Groups

Housing
- Removing items for storage
- Acid-free, lignin-free storage
- PVC-free photo storage Collection Management Databases
- Microsoft Access
- Re:discovery Proficio
www.rediscov.com
- Past Perfect
www.museumsoftware.com
- Archon/Archivists Toolkit
www.archiviststoolkit.org Access & Reference
- Restricted Access materials
- Researcher limitations
- Grant limitations
- Collection Outreach
- Primary Resources in the Classroom Professional Standards vs. Practicality

Provenance vs. Accessibility
Collections vs. Files
Less Process, More Product
Continuing Series Digitization

Increased accessibility
Preservation of original materials Outreach and Public End Products Exhibits (permanent and temporary)
Web content
Magazine articles
Curriculum programming
Centennial & Anniversary programming
Book projects
Oral histories Misconceptions
-Archives house all the old stuff about the school.
- Archives have top secret information that no one should see.
- Libraries and archives arrange materials in the same manner.
- Archives are only for government records, not schools or churches or families. Resources Listservs
National Association of Independent Schools (NAIS) Archivist Listserv: archivist@list.nais.org

Society of American Archivists SAA Archives and Archivists Listserv: archives@forums.archivists.org

Lone Arrangers Listserv:
lonearr@forums.archivists.org Publications
The Past for the Future: Archives in the School Library by Wilma Slaight

Varsity Letters: Documenting Modern Colleges and Universities by Helen Willa Samuels

Starting an Archives by Elizabeth Yakel

A Modern Archives Reader: Basic Readings on Archival Theory and Practice, edited by Maygene Daniels and Timothy Webb

Keeping Archives, edited by Judith Ellis Training Programs
The National Archives’ Modern Archives Institute: www.archives.gov/preservation/modern-archives-institute/

Taft Educational Center:
www.taftschool.org/tec/
Full transcript