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FBCA Newsletter Volume 15, Number 1

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FBCA Newsletter Volume 15, Number 1 1 FBCA Newsletter Volume 15, Number 1 Terry Reksten Memorial Fund Recipients 2015 The recipients of the 2015 grants from the Terry Reksten Memorial Fund have been selected! This year the Salt Spring Island Historical Society (SSIHS) and the Western Front Media Archive were chosen to receive this annual award. Each organization will receive $1000 to assist with their projects. The SSIHS, in recognition of the 75th anniversary of the Salt Spring Elementary School, will use the grant to preserve and document the early history of the school district #64 (Gulf Islands). They will create an oral history by interviewing former and current students and teachers. As well, photographs associated with SSI elementary school, staff, students and community members will be digitized. The results of the project will be added to their archives and be presented on their website: saltspringarchives.com. The Western Front Media Archives represents a small arts community active in Vancouver for over 40 years. They will use the grant to improve the organization and storage conditions of the textual records dating from the 1970s and 1980s. They will re-house artist files, posters and ephemera, which include key records like contracts, correspondence and publicity materials. A staff member will create an inventory list of the contents of the boxes while they are being re-housed. The Western Front Media Archives can be browsed at front.bc.ca - The 2015 Reksten Fund Committee: Don Reksten, Deidre Simmons, Ryan Gallagher (AABC). 1 Important Reminders from the FBCA Membership renewals are now due for September 2015 to August 2016 October 18th, 2015 at 2pm will be the FBCA’s annual general meeting. Mark it on your calendar! Pemberton Fall Fair, 1929 - BCA C-01109. 2 3 Introduction: Angela Williams, Deputy CEO RBCM Imagine: May 1989, a young co-op student, enters the world of the BC Public Service – the task at hand, to work with a programmer and create a replacement personnel and leave management system for the Ministry of Finance. You can do it in 8 months, they said. The job: review almost 1500 personnel files from back to front; identify all the major actions in that individual’s career; enter data on all of those milestones into new electronic records; document the contents of the file, the actions taken online, and ensure file integrity; and, finally, file them back where they belong. Did I mention that the files were not all in the same location? And that half of the information was offsite? Make sure you retrieve everything, they said, and don’t forget to put it back where it belongs! I was asked to test the system, test the business rules, test the data integrity. I had to match fields from the system, do a massive data cleanup, and move it all into production (oh, and train some people along the way in how to use it). What this taught me was that the proper management, stewardship, and care of records is essential to the success and understanding of an organization. Had I failed in my project, it is likely that today upwards of 1600 people would not have accurate information related to their careers and that their eligibility for benefits and pension information would be incorrect. That’s a lot to put on the shoulders of a young co-op student. But, the Human Resources staff at the Ministry of Finance believed in me 25 years ago, and even though my co-op term ended, I never left. The Public Service has been an outstanding career choice for me. I have worked in 3 Provincial Ministries (Finance, Human Resources and Social Development, Management Services - now Technology and Citizens Services - and currently, the Royal BC Museum and BC Archives). Think like a taxpayer, they said. I do. Provide support services to Citizens, they said. I did. Understand the business of government how it serves citizens – throughout my career, I have. Today, alongside an amazing team of professionals who are reimagining the BC Archives of the 21st century, we are focused providing the public with secure, trustworthy access to their heritage – in a world where fewer people visit the Archives in person, but more people access our Archival collection than ever before. (continued on next page) 3 At the beginning of September, we launched our new web-search portal – Access to Memory (AtoM). If you have not yet had an opportunity to explore this rich resource, I encourage you to do so. Over one million records are already loaded, and there are many, many more to come. In a few months, the Integrated Museum Management system (IMM) will come on line, providing the ability to search the museum’s collections and explore the many objects and specimens found within the human history and natural history disciplines. Another key initiative is also coming to fruition. As many of you know, the Royal BC Museum and BC Archives recently reached agreement to resolve an impasse of almost 12 years of government records not having been transferred to the BC Archives. We will soon be implementing our new Government Archives unit; and will begin processing the backlog to make these important records accessible as fast as we can. I firmly believe that record keeping is a fundamental activity of public administration. Without records there can be no rule of law and no accountability. Archival records provide a reliable, legally verifiable source of evidence of decisions and actions – of individuals, businesses, communities, organizations, and governments. Relevant and current public records are essential to demonstrating fair, equal, and consistent treatment of citizens. Without access to these records, the public does not have the evidence needed to hold officials or governments accountable. All aspects of public service, including health, education, land, judicial rights, and pensions (to name just a few!) depend upon well- kept and well managed records. It is with this understanding we will undertake to process this backlog of government records quickly, and efficiently (although, it will take time!) to make them accessible for the public good. And here I am, over 25 years later, once a young co-op student whose first job included ensuring accuracy and preservation of personnel records and now having the great honour of leading a team who oversees, preserves, and provides access to the Archival collection for all British Columbians. Come visit us online, come visit us in person, or send us an e-mail. We look forward to your next visit, however and whenever that may be. - Angela Williams, Chief Operating Officer and Deputy CEO, Royal BC Museum 4 5 Royal BC Museum & Archives Launches New Archival Database Did you know that the records in the archives would stretch 32 kilometers if filed end-to-end? The archives help tell BC’s story through personal letters, photos, art, music, newspapers and film. With a strong emphasis on the province’s social and political history, these records help us better understand our past, our present and our future. Take the Gold Rush! El Dorado in BC exhibition for example: community petitions, photographs of mining sites and handwritten diary entries all help paint a richer picture of life in BC during the gold rush era. The Royal BC Museum and Archives is an open institution; its mandate is to collect, preserve and share BC’s stories. While many researchers still utilize the Royal BC Museum’s physical archives, the need for digital access is increasing every day. In fact, virtual visits to the archives’ online search tool already exceed on-site visits by approximately 500 times. By increasing digital access to archival information, the museum and archives offers greater public access while protecting its historical records for future generations. Offering this type of unfiltered, large scale access is a massive undertaking – and making improvements to the BC Archives’ popular database has been an ambitious process, but one with long- term advantages for Royal BC Museum and Archives staff and users alike. In August of 2015, the museum and archives marked a major milestone with the launch of a new archival database, BC Archives Collection Search. This is an innovative, web-based application created exclusively for archival description. The Collection Search is a resource that allows unprecedented access to the archival collection, including thousands of new records. The updated, friendlier interface allows the public to browse or search archival descriptions and authority records (information about corporate bodies, people or families) like never before. Because the BC Archives Collection Search is a relational database, the relationship between records is highlighted, encouraging dynamic exploration. Additionally, it will allow archivists to update and add records more efficiently and regularly, a huge benefit for Royal BC Museum and Archives users. (continued on next page) 5 This new software was built by Artefactual, a BC firm that was also commissioned by the International Council of Archives, a close partner of UNESCO – a ringing endorsement by two global heritage authorities. AtoM, which stands for Access to Memory, is a standards based system, ensuring the best practices for BC archival records. Because it is open source, AtoM also promotes greater institutional collaboration and development. Additionally, AtoM will allow archivists to upload photos and textual records, plus links to audio and video files. All these upgrades and new features bring the database in line with the Royal BC Museum’s reputation as an innovative organization that uses technology to its full advantage. Start exploring today at search-bcarchives.royalbcmuseum.bc.ca - Meagan Sugrue, Web & E-Commerce Specialist, Royal BC Museum and Archives “Interior view of part of BC Archives in Victoria, ca. 1925.” BCA G-05893 6 7 Recent FBCA Events Managing the Cariboo Gold Rush (September 20, 2015) The first gold rush in BC was on the lower Fraser River in 1858.
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