NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
C O VER–– The Reading Room of the Congregational I NSIDE–– From the Spring 2006 NEA Meeting at Boston Library, Boston, ca. 1898. (This library’s automation project College: Dr. Thomas O’Connor’s keynote address, “From the is the subject of Around & About, page 24). For more Dark Ages to the Present” (Archival Insight, page 4); Session information about the Congregational Library, visit Reports, page 12.
❦ N EW E NGLAND A RCHIVISTS 2 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
Table of Contents
WPI Archives and Special Collections Gordon Library 100 Institute Road • Worcester, MA 01609
From the Editors
- Maryalice Mohr
ith the dog days of July upon us, we hope that you Newhall, describes the entire process of automation Wwill include the NEA Newsletter on your summer including the selection of software and a retrospective con- reading list! The theme that pervades this issue can be version partner, funding of the project, cataloging obstacles, summed up by the tag-line for the new NEA logo: “Taking and finally, the overall impact it will have on the library. the Past into the Future.” In different contexts throughout the issue, this phrase can be applied to individual reposito- In Inside NEA, new NEA President Nora Murphy ries, NEA as an organization, and the archival profession as addresses ways in which we as a professional organization a whole. can move forward in terms of achieving more visibility both for our individual repositories and our profession. She refers Archival Insight features renowned Boston historian to the upcoming Archives Week in November as one way of Thomas O’Connor’s address, “From the Dark Ages to the pursuing this objective. Richard Cox’s new book Archives Present,”which was presented at the Spring 2006 NEA and Archivists, reviewed in this issue by David Horn, Meeting at Boston College. This talk, written from addresses some of the same challenges for the future – how O’Connor’s perspective as a researcher, discusses how the we define our professional identity and our role in this process of conducting research has drastically changed increasingly digital world, how we promote ourselves, and during his academic career. Consequently, his words demon- thereby educate others about what we do. strate how our professional role and duties as archivists have changed over time. Finally, the editors would like to thank Kathleen Barker for her contributions as Internet Tidbits columnist over the A perfect example of an individual repository taking its past two years. She has introduced us to many fascinating past and moving into the future can be found in this issue’s Web sites and online exhibits. At the same time, we would Around & About. The topic is the automation project taking like to welcome our new Internet Tidbits writer, Susan place at the Congregational Library, Boston, in which the Martin, whose first column highlighting the Maine Memory library’s antiquated card catalog is being converted into an Network’s Web site appears in this issue. ❦ online catalog. This article by Jessica Steytler and Claudette ❦
❦ N EW E NGLAND A RCHIVISTS
NEA Needs You - Please Volunteer!
Opportunities for volunteer participation in New England Archivists activities abound. NEA is a volunteer-run organization; without the participation of its members, NEA would cease to function. There are many committees, offices, and projects that need assistance from members.
Professionals in the archival field already possess skills and experience needed to support and advance New England Archivists. The opportunity to meet, converse, and do meaningful work with colleagues is of great professional and personal benefit. In addi- tion, service to a professional organization such as NEA adds an important dimension to a professional resume.
If you are interested in volunteering for a committee, contact either Membership Committee Co-chair. 4 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
Archival Insight From the Dark Ages to the Present Dr. Thomas O’Connor, Professor Emeritus & University Historian, Boston College (Keynote address, Spring Meeting, March 11, 2006)
should make it very clear from the turned into print on a sheet of white almost any day of the week. I outset that the reference to bond paper, backed by carbon paper the “Dark Ages” in the program intro- and several sheets of so-called onion- By this time, an even greater techno- duction does not involve pre-historic skin paper, and banged off either on a logical advance had come into my history as such, but is a hopefully light- clunky manual typewriter or one of the academic life – the computer. This hearted attempt to describe the type new electric models that had recently was something I totally rejected at of archival opportunities available to come onto the market. In either case, first – ostensibly because I had only young researchers some fifty years however, any substantial changes recently purchased a beautiful new ago. And if you think I am going to either in the spelling of words or in the electric typewriter that I thought pine for those “good old days” in the numbering of the footnotes usually would solve all my problems, but in groves of academe, you have another meant a complete re-typing of the reality because I was scared stiff about thing coming! entire chapter. entering into a new realm of high- tech complexity I was absolutely sure During my formative years as a My work with the so-called Lords that I could never master, never mind graduate student in the field of of the Loom led me, interestingly understand. The deans pressured me American history, in the late 1940s and enough, to begin exploring the life of into trying the new method, gave me early 1950s, the emphasis in our cours- John Bernard Fitzpatrick, the third one to take home during my semester es on methodology was on the impor- Catholic bishop of Boston, who sabbatical, and hooked it up to the tance of written documents as the corresponded with many of these massive mainline frames that occu- essential ingredients for proper histor- Yankee mill owners about the welfare pied the entire basement below us ical research. Those were the times of Irish immigrants who were replac- here at Gasson Hall. Slowly, painful- when most history was written, as they ing the earlier Mill Girls who worked ly, and hesitantly, I made my way said, from “the top down,” reflecting in their mills. Once again I had access through the mysteries of this new the written sources set down by those to written documents not only from high-tech universe, stopping at inter- who had the time, the money, the edu- the well-to-do mill owners, but also vals to announce loudly that I had cation, the power, the position, and the from the bishop himself, who was a broken the thing! The gradual realiza- leisure time to prepare them. It was a man of considerable culture and learn- tion of what this new instrument familiar route I followed as an aspiring ing, and who conscientiously main- could actually accomplish slowly scholar, starting out with a study of the tained a daily log-book that proved dawned on me – especially involving prominent textile manufacturers of indispensable. Written records of this the process of documentation. The Massachusetts – the Lowells, the sort were generally plentiful and fact that whole paragraphs could be Lawrences, the Appletons – people conveniently available – although moved around from one location to who left behind detailed and carefully they were also irremovable, making another, that a new footnote could be preserved written records of their it necessary to actually go to the added or a new one deleted, that indi- accomplishments. locations, pencil in hand – God forbid cators could actually rearrange them- you entered any research library with selves automatically – all without get- And all this, of course, was done a fountain pen, a ballpoint, or a ting a new batch of carbon paper and by traveling from one archives to mechanical instrument of any kind! re-writing the entire chapter – was another, filling out the proper forms, But in Boston that was not that much positively dazzling. I still looked long- and sitting down in some poorly lit of a hardship, having any number of ingly at my electric typewriter sitting room with a stack of paper and a three- truly outstanding libraries, historical there on the table, but more and more inch stub of a yellow pencil. Whatever societies, museums, and repositories, it was relegated to the task of address- information was accumulated was all available within walking distance ing an occasional envelope. Volume 33, Number 3 ¥ July 2006 NEA NE WSLETTER 5
As I closed the book on the good oral tradition provided much factual consider themselves important bishop, and described his funeral history. As a result of famine, depres- enough, deserving enough, or influen- cortege in 1866 from downtown sion, and despair, the Boston Irish left tial enough to be considered a part of Boston, across the Dover Street Bridge few detailed written records and per- “real” history. I think we all have a ten- to the peninsula of South Boston sonal memoirs so essential to the his- dency to feel that things that are famil- where he was buried in the historic St. torian. For a young writer, the transi- iar, recognizable, and ordinary are not Augustine Cemetery, I decided that I tion from Yankee documents to Irish really the stuff of history. I recall that should find out more about South documents (or the lack of them) was when I finished my book about South Boston – a blue-collar Irish-Catholic like stepping into space. The Yankees Boston, I gave a copy to my uncle Bill, neighborhood where I was born and saved everything – string, Christmas a man in his seventies, a skilled electri- raised, but one about whose history, I wrappings, and old clothes—as well as cian, who had spent his whole life in must confess, I really knew very little. remarkably detailed histories of them- the district. When I met him later, I Once again I sought out the written selves and their families. I have often asked: “How did you like the book, records, and was able to find early his- speculated on the way in which the Uncle Bill?” “I knew all about that tories of the Peninsula District that Puritans’ carefully documented chron- stuff,” he replied. “I knew all that! provided me with records, deeds, fam- icles of their daily walk with God was Why’d you have to go and write a book ily land titles, and other documents. transformed into the diaries that were about it?” “I knew all about that stuff!” As I moved into the later parts of the so assiduously kept by their children. nineteenth century, however, I found But with the Irish, it was different. But most people don’t know all myself increasingly frustrated by an Time after time in researching their that stuff! And one way of uncovering expanding Irish-Catholic community political history, I found that the doc- the past is not only through tradition- whose members seemed to be far more uments I wanted simply did not exist al written sources and oral interviews, comfortable with the spoken word – even for significant political and but also by collecting and analyzing than the written record. ecclesiastical figures who guided and those artifacts and “things”—that directed their immigrant communities “stuff” — that so often we dismiss as th The Irish are often celebrated for into the 20 century. Or if they did so much trash, but which may actual- their colorful stories, delightful anec- exist, they were often discarded and ly contribute to reconstructing the dotes, and imaginative literature. thrown away because the annals of an past. Songs and stories, sermons and Unfortunately, however, little of this ordinary people who often did not eulogies, photographs and cartoons,
Our Boston College hosts of the 2006 Spring Meeting (L to R): David E Horn, Head, Archives & Manuscripts, Burns Library; keynote speaker Dr. Thomas H. O'Connor, Professor Emeritus & University Historian; and Dr. Robert K O'Neill, Burns Librarian. 6 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
can provide keen insights into the atti- pile our oral histories, archivists are using ing have been introduced, in addition tudes and convictions of an era. even more complicated and elusive sys- to temperature and humidity controls Celebrations and holidays, rituals and tems in this new age – an age in which so necessary to preserve priceless collec- ceremonies, popular entertainment and vital information is being transmitted by tions of documents. Many archives sports extravaganzas can tell us much fax machines and cellular phones, com- have constructed compact automated about the ways in which people view municated by computers and e-mail, shelving to store an increasing number their past and cherish their heroes. and sent through the ether waves by way of materials in a much smaller space so Costumes and clothing, toys and of the internet. as to provide more office and work games, furniture and musical styles can space. (Am I the only one who fears provide different ways of seeing the evo- Gone are the days when so many of being sandwiched between those mon- lution of family life and social activi- my colleagues would have to wait until strous shelves?) While pencils continue ties. In recent years, archivists and two or three weeks in the summer, or to be handed out to researchers, and librarians have become much more perhaps a period of sabbatical leave, sheets of paper are made available – inventive, even ingenious, in locating when they could travel to archives in although in colors other than white, for all sorts of source materials with which some other state or some other coun- security reasons – laptop computers and to reconstruct the lives and accomplish- try. (In my case, working in Boston my digital cameras are increasingly being ments of those who were previously “foreign travel” usually took me as far allowed. Indeed, not merely allowed, undocumented, and assumed to be peo- west as the Antiquarian Society in but one report I recently read stated ple without a history at all. Worcester). As you know, it is now pos- (and I quote): “Lap-top computers are sible to access many materials, from any now welcome.” Now isn’t that a com- In addition to recognizing and computer, located anywhere. This is a forting expression! acquiring unwritten sources, however, possibility made even more convenient archives, libraries, and historical institu- by the online availability of guides and As someone who has greatly tions have also employed new technolo- finding aids that not only provide an benefited from the professional skills gies that cause my own tentative grop- extensive listing of materials, but also and organizational abilities of those of ings with the computer to pale by com- the specific boxes and folders in which you who have brought us the results of parison. In addition to those “older” they are contained. these marvelous changes in archival technologies that provided us with such work, bringing us from the Dark Ages techniques as microfilm and microfiche And behind the scenes, as we scrib- to the high-tech era in less than fifty to preserve our written records, and tape bled away at our tables, new systems of years, I would like to extend to you my recorders and camcorders to help com- heating, ventilation, and air condition- personal gratitude and appreciation. ❦
Back Issues of the NEA Newsletter Now Available Online!
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Inside NEA Executive Board Meeting Report
From the President - Elizabeth Slomba
- Nora Murphy The business handled at the March 10, 2006 meeting of the Executive Board is ith a refreshed mission state- summarized below. All VOTING is in Wment, revised logo and new tag bold. Complete minutes are available line, New England Archivists has a few on the NEA Web site or from the secre- more tools for promoting our work and tary. our collections. Paul Carnahan called the meeting to We need to draw non-archivists into a order at 12:00 pm. He thanked Past President Mary Ide and conversation, be they ‘funders,’ supervisors, the local com- Representative-at-Large Anne Sauer for their service to New munity, or family and friends. Finding small ways to engage England Archivists. these ‘others’ in what we do can help us to articulate our message. Each of us has a passion for what we do – on most Minutes from the January 17, 2006 NEA Executive Board days anyway – and we need to share that passion. Maybe Meeting were presented. All members voted to accept the we shouldn’t try to explain everything, but focus on one col- January 17, 2006 Board Meeting Minutes. There was a lection, fact, or ‘find’ at a time. brief discussion about various committee reports and the need to eventually replace the secretary’s laptop. All Archives Week (November 5th-11th) offers a regional way members voted to appoint Diana Yount to another term to publicize our work and it’s not too soon to start planning as print coordinator, to serve from Spring 2006 to ways to participate. It’s an opportunity to show off what we Spring 2008. have and what we do – even if it’s just highlighting a single item from a collection because it’s the most significant, or the oldest, or just plain ‘cool.’ If you plan an activity, share Officers’ Reports it with the NEA Outreach Committee so that they can add it to the online calendar of events
Treasurer The board discussed at length why NEA should or should not send in a donation to the Coalition for History. To reach NEA officers, please Attendees discussed the coalition’s advocacy and lobbying see contact information on the on behalf of historian and archivist organizations and men- tioned that the coalition’s email lists and other communica- NEA Web site at: tions were an excellent way to follow news and government
Ad Hoc Committee on Policy Review Please visit us online at Susan von Salis mentioned the membership of the
Policies Committees and how the same people tend to be appointed to committees. There was extensive discussion on how the Travel Reimbursement honoraria limits might be harming the ability of Program The board discussed changing the wording of the proposed Committees to recruit speakers and putting constraints on travel reimbursement policy and the pros and cons of reim- Program Committees, which may hurt recruiting speakers bursing only the elected board members. It was suggested or Program Committee members. It was mentioned that that the student reimbursement issue be separated from the the policy was proposed to counter the perception of seeing whole policy. There was a review of the history of the reim- the same speakers and Program Committee members at con- bursement. Members voted six in favor, one opposed to ferences. It was suggested that the policy under discussion approve the policy on travel reimbursement as amend- be tabled and it was. The board encourages solicitations of ed. All members voted in favor to approve travel reim- program ideas and would like the posting of Program bursement for the student representative. Committee members on the Web site as soon as the committee is appointed.
Policy on Travel Reimbursement Photocopying for speakers There was a brief discussion about reimbursing speakers for New England Archivists seeks to involve members photocopying, what other organizations do and whether throughout New England and from all sectors of there should be a policy. It was decided that the policy is the archival community in its leadership positions. not to reimburse speakers for photocopies. Recognizing that travel expenses to NEA Executive Board Meetings may discourage some members Privacy Policy from seeking elective positions, NEA will reimburse Membership and Web Committees will continue to revise elected board members for mileage over one hun- the privacy policy to address concerns and address specifi- dred miles round-trip when traveling to Executive cally the areas regarding technologies used. Board Meetings not held at the time of the semi- annual NEA Executive Board Meetings at the fed- eral rate in place at the time of the meeting. NEA New Business will also reimburse (at the same rate as board mem- bers) Local Arrangements and Program Committee Endowment and Donations chairs to attend the Executive Board Meeting There was a brief discussion about developing an endow- immediately prior to the meeting they are organiz- ment campaign for NEA and whether an all-volunteer ing. Board members and Local Arrangements and organization can run such a campaign. Program Committee chairs that can seek reim- bursement from their employers are encouraged to Next Meeting Date and adjournment do so. NEA will not reimburse other committee The next quarterly NEA Executive Board Meeting will take chairs mileage to attend board meetings. place on June 19, 2006 from 10:00 AM - 2:00 PM, at Northeast Document Conservation Center. The meeting The student representative who is not reimbursed adjourned at 4:10 PM. ❦ by their institution for mileage may request reim- bursement of up to 75 percent of total mileage for each Executive Board Meeting (including the board It's Your Newsletter: Contribute! meeting at the semi-annual NEA meeting) at the The Newsletter always needs news from your archives and other federal rate. archives in New England, about NEA members, and about upcoming events. We also need people to write reviews, long articles, and session reports for NEA meetings. The editors have Speakers Policy prepared information for contributors to help potential writers. If The board discussed the policy, increasing the diversity of you have any ideas for articles, etc., please contact an editor. future Program Committee members, creating Program 10 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
New Members Please visit us online at
Arman Arakelyan Patricia Heslin Ann Clifford Newhall Nathaniel Wiltzen Project SAVE Ethnic Heritage Center Ethnic Heritage Center National Archives
Meghan Banach Maureen Jennings Cindy Ostroff Anita Winnikka Harvard Business School PIRC, Harvard University Yale University Planning Office Candice C. Brown Jane Ploughman Simmons College Beth Kauczka Henry Sheldon Museum NEW INSTITUTIONAL MA Sons of American MEMBERS Brian Nelson Burford Revolution Peter Rawson NH State Archives Hotchkiss School DAR Library Susan Korte Katie Chase David Reed Ethnic Heritage Center Mary Baker Eddy Library Doris Malkums DiMella Shaffer Penn State University Amber Cushing Anthony T. Vaver John J. McColgan Brandeis University Allyson Donahue City of Boston Archives MIT Lincoln Labs Diana Wakimoto Alma McDermott Kathy Griffin Warlyn E. Walters Mass. Historical Society Ellen S. More MIT UMass Medical School
New Member/Change of Address/Directory Information
Name ______Date: ______Address: ______Telephone: ______Home Business Fax number: ______E-mail: ______
Please mail to New England Archivists: Rodney Obien WPI Archives & Special Collections Gordon Library 100 Institute Road, Worcester, MA 01609
Internet Tidbits After touring the exhibits at the Maine Memory Network, be sure to follow the link at the left to the Henry - Susan Martin Wadsworth Longfellow Web site at
Promote your photograph collections by sharing an image of an historic event, place, or person with the NEA community.
The NEA Newsletter is seeking submissions from repositories in Connecticut, Maine, New Hampshire and Vermont for back cover pictorial features in This Season in New England History. Send submissions in JPG or TIFF format, along with a caption detailing the subject of the photograph, to:
NEA Spring Meeting 2006 exhibit date and the essential contributions members of the surrounding community can provide. Overall, each stated Session Reports that the exhibit has brought positive attention to their insti- tutional repositories and has been a rewarding experience. Doctors to Monsters: ALA Traveling Exhibits, Opportunities for Archives PowerPoint Reform School - Amber Cushing - Jill G. Thomas his session covered issues involved in bringing an ALA Ttraveling exhibit to one’s library/archives. Jennifer Gunter raig Thomas from MIT was asked to present some tips King of the Mount Holyoke College Archives and Special Cto help with PowerPoint presentations. He came pre- Collections and Kathryn Hammond Baker of the Countway pared with a handout and an example presentation on each Library of Medicine at Harvard Medical School are both host- of the lab machines for the eleven session attendees to work ing the ALA/National Library of Medicine exhibit on Women through. Thomas highlighted the following points: in Medicine, “Changing the Face of Medicine: Celebrating America’s Women Physicians,” in 2006. King and Baker • Choose the appropriate slide design, watch out for walked through the process of bringing the exhibit to Harvard the cliché. Medical School, which opened March 13th at the Countway • The font color and background color should contrast Library. The knowledge King gained in assisting with the enough so you can read all of your points. Countway opening will help her when the exhibit comes to • Use a large enough font size. Williston Memorial Library at Mount Holyoke on September • Each slide should include talking points, not the 1st. In addition, Ellen More provided insight into her whole talk. experience thus far in bringing the exhibit to the University • The slide should have an overall composition that is not of Massachusetts Medical School in Worcester, MA. only visually appealing, but also allows the idea on the slide to come out. King began by explaining her interest in the exhibit and • Watch out for problems with photos. Don’t distort the completion of the application process. She walked us them and make sure they are not too blurry. A bad through the challenges she faced once approval was granted photo takes away from the whole slide. If necessary, take by ALA, such as garnering community involvement and your own. excitement for the exhibit, as well as finding volunteers • Adjust the line and paragraph spacing as necessary. amongst the Mount Holyoke community and the broader • Use slide transitions and text animations when appro- academic community of Western Massachusetts. priate and try to stay with a standard that fits the deco- rum of the presentation. Baker picked up where King left off, explaining last minute planning and finalizing - the exhibit was to open at At the end of the session the class took a look at a her library three days after the session. Baker also spoke to “fixed-up” version of the presentation they had received and the challenges one can face concerning space and the level were able to email both the “bad” and the “good” back to of involvement library community members can offer with themselves for later review. so much already on their agenda.
Finally, Ellen More from the University of Online Collaboration at any Level - How the Massachusetts Medical School, offered insight into how her NEA Web Site Can Work For You professional experience as a medical historian aided her as she guided the exhibit committee at her library. - Jonathan Penyack
Baker, King and More all stressed the importance of his session, facilitated by NEA Web Committee mem- leaving adequate time for planning before applying for an Tbers Jonathan Penyack and Aimée Primeaux, was Volume 33, Number 3 ¥ July 2006 NEA NE WSLETTER 13
offered twice during the spring meeting. During both ses- the nature and scope of continuing education is an ongoing sions Penyack and Primeaux presented tools which will problem for the archival profession as archivists work to fur- hopefully be available to NEA members in the near future. ther “professionalize” the field. Reviewing the archival liter- Session attendees were given a sneak-peek at the Online ature relating to continuing education and analyzing the Membership Database that will allow members to search relevant data from the 2003 survey by SAA (A*Census), for member information online in a secure area of the NEA Hawkes identified several issues that must be explored in Web site. Also previewed, with participants following along order to increase participation in continuing education and providing excellent feedback, were tools that will allow within the field. Some recent publications state that con- members to publish Web sites, create blogs, and improve tinuing education should be targeted solely toward those communication within committees. All of these tools are who are professionals (like those with advanced degrees); based online and built into the same system that runs the while others claim that all practicing archivists (including NEA Web site. The Web Committee’s goal is to empower volunteers) need educational opportunities. With either members to be in control of their own committee or inter- group, several barriers like cost, distance, and relevance of est groups’ online content. course offerings must be overcome before more people can participate. Thanks to the data gathered by A*Census, the profession can more adequately address the issues that Graduate Student Papers archivists feel are most important to them.
- Rachel Onuf In “User Studies in Archives: Are Finding Aids the Weakest Link?” Jennifer Miglus reviewed the history of user hree current students in the Simmons College GSLIS studies, focusing on four published studies targeting differ- Tprogram presented papers that addressed several press- ent groups who use archives: women’s history scholars, uni- ing issues in the archival world: acquisition of foreign mate- versity administrators, genealogists, and “expert” users of rials, continuing education for archivists, and user studies primary sources. Miglus discussed basic scientific experi- in archives. Simmons adjunct professor Rachel Onuf mental design, which should include an adequate sample chaired the session. size, an independent variable, and a dependent variable. Intrigued by the challenge of measuring the usefulness of Eva Guggemos tackled the thorny legal, ethical, and finding aids for users of archives, Miglus then sketched out cultural issues surrounding the acquisition of materials cre- what an initial survey and actual study of the use of finding ated in other countries in her talk, entitled, “Culture as aids might include, citing Chris Prom’s recent study of user Property: Problems in Importing Manuscripts to the United interactions with electronic finding aids as a good model. States.” Legal restrictions on the manuscript trade are already preventing archives from acquiring collections of Conscious Design: Acquiring Architectural foreign material, especially from Western Europe. Though Records many of the ethical concerns that gave rise to these restric- tions are justified, others have not been adequately consid- - Maria Bernier ered. Guggemos examined some of the pitfalls of relying on national boundaries as stand-ins for responsible cultural hree archivists with copious experience in working stewardship. She suggested that cultural property concerns Twith architectural records passed on advice and les- ought to be balanced with the need for accessibility, preser- sons learned. The session was chaired by Maria Bernier of vation, and intellectual coherence in manuscript collections, Mystic Seaport. and asserted that it is possible, and in some cases desirable, for U.S. repositories to responsibly acquire and maintain Mary Cooper of Cooper Information opened the ses- archives of foreign material. sion with points to consider when acquiring a new collec- tion. She stressed that less is more. The archivist should In her presentation, “Continuing Education in the weed out duplicate material and especially keep an eye out Archival Profession: An Analysis of A*Census Data in Light for prints of computer-aided design (CAD) documents that of Current Publications,” Jennifer Hawkes observed that show only minor changes, but be sure to keep sketches that 14 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
show the development of the design concept in addition to own credentials. The group discussed some of the obsta- schematic and as-built record drawings and system plans. cles of our profession given the limited venues in which we She recommended that the archivist clarify legal issues with can publish. the donor beforehand, such as the transfer of copyright and ownership of other rights, whether the archivist can dis- It was suggested that archivists could conduct research card items when weeding, whether the donor can borrow that is focused on the experiences of our users with analysis things back, and under what conditions the archivist can of the effectiveness of our finding aids, but again, there make copies. aren’t very many journals that would publish such studies. Few people in the room appeared to get support or encour- Lorna Condon of Historic New England gave a case agement for this kind of professional development from study of the architectural collections there, explaining that their institutions. Some said it simply wasn’t even expect- part of the organization’s mission is to preserve on paper ed of them. But we must also strive to promote ourselves things that will not survive in three-dimensional form, such outside of our own circle. Many appeared to agree with as the built environment. She addressed the broad range the sense that institutions simply don’t understand what of buildings and landscapes that are documented, the media we do, so they don’t know how to evaluate us well. The and support on which the drawings were made, preserva- group was reminded that presenting sessions at conferences tion and conservation challenges, the acquisition process, demonstrates professional involvement. It was also sug- physical and intellectual access, and reproduction proce- gested that perhaps the number of articles and books pub- dures. Condon noted that architects often don’t make pro- lished by others from materials in our collections, the view visions for the long-term care of their collections – try to that a well-done finding aid might be considered an accept- work with them when possible to educate them about able expression of scholarly work, or the number of preservation. acknowledgments we have received in the publications of others might also be seen as possible criteria for evaluating Maureen Jennings of Harvard’s Property Information our performance. Resource Center (PIRC) wrapped up the session with an overview of the challenges in maintaining architectural Some in the room indicated that current graduate pro- records in a closed corporate archive. Some major issues grams had not really prepared them for what they actually include deciding when drawings transition from working do in their jobs. Individuals with specific examples of top- documents to archival material, the fact that PIRC is ics that they felt they lacked in their own training were restricted to seeking funding only within the university encouraged to suggest topics for sessions and workshops to structure, and the severe limitations on scholarly access to the NEA president, who could funnel them to appropriate the collections because of university policies and legal NEA committees. issues. Jenning’s goals for PIRC are to be a resource for other offices, to encourage use of the collection, to work on outreach, to collaborate with other archives at Harvard, Recruiting and Supervising Volunteers for the and to update the unit’s technology so the staff needs less Archives access to the physical documents. - Jon Ault
Discussion Group: Academic Archivists he presenters for this session were Jenny Rosenzweig, TProgram Coordinator from the Upstate (NY) History - Edouard L. Desrochers Alliance, and Polly C. Darnell, Archivist and Librarian at the Shelburne Museum. eff Marshall, a member of the Professional Standards JCommittee at UVM, led the discussion. The focus Jenny Rosenzweig began the session by discussing what of the discussion was professional development for academ- she described as “volunteer basics.” Before seeking volun- ic archivists; how we are expected to keep up with teachers teer staff, a repository should identify its remaining staffing and contribute in professional ways to improve our requirements and develop corresponding job descriptions. Volume 33, Number 3 ¥ July 2006 NEA NE WSLETTER 15
Several categories of people such as students, retirees, and The session started off with each state archivist speak- friends and relatives of full staff members volunteer their ing briefly about the issues of predominant concern for his time for a variety of reasons. These include a need to feel or her particular archive. This was followed by a discussion needed (the predominant motive), to be challenged, and to that included comments and questions from the audience. acquire relevant work experience. Rosenzweig recommend- The issues that were discussed included: ed that all potential volunteers fill out job applications to determine their skills, experience, interests, hours of avail- • The preservation and storage of electronic records and ability, and any special needs. A senior member of the full born-digital materials staff should then interview them, describe the repository • The ever-changing issue of the permanence of records and its collections, and present the candidates with choices • Records that cannot be de-accessioned without permis- of projects. A symbiotic relationship exists between a repos- sion from the state legislatures itory and its volunteer staff. To retain the volunteers the • Laws established for records retention institution must publicly recognize and reward their efforts • Establishing the authority to collect pertinent state and, over time, must offer them a variety of challenging records, to “get a place at the table” assignments. Occasionally, it will be necessary to terminate • Privacy vs. transparency the relationship with a volunteer due to completion of the • Creating partnerships with other state agencies and assigned work or unsatisfactory job performance. institutions • Encouraging young people, especially those of minority Polly Darnell suggested the types of activities in which groups, to enter the field. With so many documents a volunteer might engage, depending on their experience and records being generated by people of diverse eth- and skill levels, such as reference duties, various processing nicities and races, there is a pressing need for new tasks such as re-housing materials in archival containers, or archivists who have a connection to and understanding photocopying materials onto acid-free paper. Again, one of these cultures. must vary the volunteer’s assignments over time. When hir- ing student interns as volunteers, the repository’s staff should contact the schools’ internship departments to determine the nature of the work experience they seek. The student intern’s tenure must be thoroughly documented: a written project description at the outset, progress reports, and, final- ly, a written evaluation and recommendation at the conclu- sion of the internship period.
Throughout the session Rosenzweig and Darnell elicit- ed questions and comments from the audience.
State Archivists Roundtable
- Laura Katz Smith
he State Archivists Roundtable was fortunate to have Tfive of the six regional state archivists participate in this session. Attending were Mark Jones (Connecticut), Jack Warner (Massachusetts), Frank Mevers (New Hampshire), Gwenn Stearn (Rhode Island), and Gregory Sanford (Vermont), as well as New Hampshire State Records Manager State Archivists attending the 2006 Spring Meeting include (L to R ): Frank Brian Nelson Burford. NEA President Paul Carnahan of the Mevers (NH); Gwenn Stearn (RI); Jack Warner (MA); and Gregory Sanford Vermont Historical Society moderated the session. (VT). Not pictured: Mark Jones (CT). 16 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
Putting It Online: Intellectual Rights and cational image usage, and the institution’s practice of “water- Planning of Digital Museum Collections marking” or stamping its images online to maintain intellec- tual control. - Jennifer Pelose India Spartz outlined her experiences planning digital his session focused on copyright and digitization, two photograph projects at the Peabody Museum. She recently Ttime-intensive issues that archivists confront on a regu- oversaw a National Endowment for the Arts funded grant to lar basis. Speakers shared their personal experiences tackling digitize over 3,500 black and white negatives at her institu- copyright and digital projects at their respective institutions. tion. Spartz presented her experiences from initial project Panelists included Lynne Spichiger, Online Projects Director planning to data storage migration, while covering topics from the Pocumtuck Valley Memorial Hall Association in including audience consideration, copyright and property Deerfield, Mass.; Emily Novak, Archivist/Librarian at rights management, and cataloged access to collections. Spartz Historic New England; and India Spartz, Senior Archivist at advocated developing long-range plans for digital projects, the Peabody Museum of Archaeology and Ethnology at including mapping out a “test project” training session/semi- Harvard University. nar for staff to properly ascertain time estimates and to set realistic project goals. She highly encouraged tackling physi- Lynne Spichiger discussed her experiences managing cal preservation issues during the scanning process to mini- copyright while creating her institution’s Raid on Deerfield mize object handling and emphasized the importance of being Web site
Emily Novak presented Historic New England’s involve- The session began with Eliot Wilczek (Tufts University) ment in the Boston African Americana Project, an Institute emphasizing the numerous difficulties facing those who wish of Museum and Library Services/Library Services and to preserve digital objects. Infrastructure, applications, data Technology Act grant funded initiative launched in 2004 objects (records), as well as the institution itself all need study.
be managed as well. And, of course, a strategy for the preser- tional attachment people have to their materials and not be vation (and future migration) of data is also critical. too pushy, which could throw off the donor to the possibility of any future donation. Other advice included being willing Wilczek also pointed out that preservation isn’t cheap – a to make on-site visits to donors whenever possible and to consortium approach to an institutional repository can be never disparage other institutions but encourage donors to effective and practical. investigate the storage, preservation and access environments of any institution to which they might donate. Tom Rosko (Massachusetts Institute of Technology) con- tinued the session by discussing the DSpace@MIT experi- Tracy Messer of Crotched Mountain in Greenfield, New ence. DSpace is, essentially, a place to access the research and Hampshire, spoke about his institution, a school and reha- teaching outputs of MIT. (He also discussed the use of the bilitation center that serves individuals with disabilities and system for the preservation of MIT theses in PDF format.) their families. Messer is in the early stages of establishing The system captures, describes, distributes and preserves. the archives for the center and tends to “save everything.” He remarked that there is often a small window of opportu- Rosko mentioned a number of issues that have come up nity to collect certain materials and we should be willing in his DSpace experience: policies for submission of materi- and able to solicit a collection with little advanced notice. al, procedures to ensure a standard for metadata, multiple He advises that in seeking out donors, archivists should set stakeholders, access fees and maintenance. Decision-making priorities, know what to look for, coordinate with other can be quite challenging with so many stakeholders. Finally, stakeholders at our institutions, make a good first impres- DSpace is maintained as an archive – items may not be with- sion, make it easy for donors to find you (at reunions or drawn or removed from the repository. other special events at your institution, exhibits, or other proactive means), and expect the unexpected. He advised us to cultivate the virtues of savvy, patience, humor, discre- Donors: …Can’t Live Without Them tion, integrity and polite persistence to acquire collections that are appropriate for our archives. - Laura Katz Smith Bill Massa, Head of Collection Development at the Yale very institution relies on donations to build and strength- University Library, recommended that archivists educate Een its collections. Some donors come to us willingly, potential donors about our institutions, give tours whenever happy to donate their treasures. Others we must seek out and possible; create exhibits to highlight what is already in our expend an inordinate amount of energy persuading them to collections to let potential donors see examples of the types relinquish their collections. The speakers in this session rec- of materials we collect; and teach our donors about the papers ommended effective techniques they have used to cultivate they hold. If necessary, know when to say no and help the and motivate donors, gave ideas on ways to be proactive in donor find another institution for their materials. Massa finding those who privately hold collections that would ben- counseled that being proactive with material donations can efit our researchers, and offered advice on how to develop the also garner financial donations, either to the institution or to savvy, social skills and patience needed to deal with donors of support the processing of the donated collection. all varieties.
Brenda Lawson of the Massachusetts Historical Society Corporate Culture and the Archives spoke about situations where persistence and patience were needed to acquire desired collections. She said that often we - Laura Katz Smith need to take collections for political reasons and we should be prepared to accept a collection if our administration insists he three panelists, Susan Keats (Fidelity Investments), upon it. It is necessary to have a collection policy that is rigid TCynthia Swank (consultant, Inlook Group), and Tom enough to allow you to reject a collection that is not appro- Wilsted (University of Connecticut), spoke about how nec- priate for your institution, but flexible enough to allow you essary it is for archivists, whether they be situated in a not- to take what you want. We should be sensitive to the emo- for-profit historical society, academic library or a corporate 18 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
archives, to immerse themselves in their institutions and Jeannette Bastian- All three groups must be able to com- consider the archival collection they oversee as a product municate what the goals and expectations are for themselves that can be marketed for its benefit. Keats encouraged all as well as incorporate the others’ needs into their own prac- archivists to develop a business plan and be mindful of our tice. When goals are reached successfully, the students obligation to promote our collections as proactively as pos- should be acknowledged and congratulated. It’s critical for sible. Swank addressed the need for archivists to speak the the intern to be ready to learn, act professionally, be flexi- same language as their company’s administrators, listen to ble, and talk about problems as they come up, not after the what the organization is telling us, and keep current on any internship ends. An ideal supervisor is flexible, sets clear technological changes that affect how we work. Wilsted expectations, and acts as a mentor. Professors must be able spoke of how companies exist to provide the highest profit to share information in a timely manner and mediate prob- possible, and archives often need to think in that same way lems if they come up. to justify their existence. Several things work against the archives and the archivist in achieving this goal: archivists Liz Andrews - Supervisors have a learning curve as well in general are process driven, so many of the ways we do as the students. Supervisors must relate to the students and things are at the expense of our users, such as limited access share the options for executing the core values of archive work, to our collections and restricting duplication of some items; and also share day-to-day stories of how things get done: “tell our preservation mindset tends to make us risk-averse; everyone everything you know.” Developing professional we usually have little management or business training; and judgment and experiencing the methodologies explained in our staffs are small, which limits our ability to be class is what an internship is all about. The intern’s project entrepreneurial. should be manageable in relation to the time requirement.
Sean Fisher recommended that students be included in Interns in the Archives the supply ordering process so they understand the various options and have a practical application of budgeting for a - Jessica Steytler project. Also, not all archival supplies are intuitive to use and managers should explain the best way to utilize the chosen his panel included two representatives from each aspect tools of the trade. Tof an internship: Jeannette Bastian and Donna Webber, Professors (Simmons College); Elizabeth Andrews (MIT) Krista Ferrante - The best experience is a hands-on intern- and Sean Fisher (Massachusetts Department of Conservation ship that augments readings from class. Being included among and Recreation), supervisors; and Krista Ferrante working professionals is an excellent networking opportuni- and Michael Gill, Simmons students. Jessica Steytler ty. Supervisors should be reminded of the requirements for (Congregational Library) served as moderator. The profes- the current classes, particularly after there has been a change sors began the discussion, as they are writing a book on in the curriculum. Everyone agreed that in order for the internships. The following is a summary of each person’s internship to be a useful tool, it would have to be constructed observations. so that both students and supervisors feel comfortable about giving constructive criticism. Donna Webber - Internships have to be a balance between the obligations of the supervisor and the obligations to the Michael Gill- Clear goals make for a good internship. student. Does the project demonstrate an aspect of the class The mentoring aspect of a supervisor’s role is acknowledged curriculum and yet fulfill a need of the hosting organization? and appreciated. The internship provides useful practical Does the host have enough administrative support and space experience and concrete examples of skills via finding aids, to for the intern to work? Students must consider an internship future employers. The advanced course should challenge the as more than just a project, but an opportunity to make good newly learned material and provide a practical application. connections with professionals who will be mentors and ref- When possible, the supervisors should offer the opportunity erences for future work. Professors must communicate the to explore other aspects of archival work not normally cov- school’s expectations, provide timely information about ered by processing projects: copyright, legal issues, adminis- internship logistics, and keep the big picture in mind. trative duties, reference, reshelving, and retrieval. ❦ Volume 33, Number 3 ¥ July 2006 NEA NE WSLETTER 19
People Katherine Kraft, Archivist at the Schlesinger Library on the History of Women in America at the Radcliffe The Distinguished Service Award, NEA’s most prestigious Institute for Advanced Study, has been honored with a honor, was presented to Megan Sniffin-Marinoff of 2006 Association of College and Research Libraries Charlestown, MA, in recognition of her lifetime achieve- (ACRL) Women’s Studies Section (WSS) Award for ments. Ms. Sniffin-Marinoff joined NEA in 1982, and has Significant Achievement in Women’s Studies Librarianship. served as the organization’s president and as an active mem- Kraft was presented with a $500 award and a plaque dur- ber of many committees. She has demonstrated leadership ing the WSS program at the 2006 American Library in the profession as an educator, advocate, and scholar. Prior Association Annual Conference in New Orleans. The to becoming the University Archivist at Harvard University award, which is sponsored by Routledge and honors a sig- in 2004, she held leadership positions at the Arthur and nificant or one-time contribution to women’s studies librar- Elizabeth Schlesinger Library on the History of Women in ianship, recognized Kraft’s accomplishment as lead archivist America, the Massachusetts Institute of Technology, and of a twenty-two month National Endowment for the the Simmons College Graduate School of Library and Humanities (NEH) grant to make some of the library’s Information Science. Ms. Sniffin-Marinoff received her most significant holdings accessible to researchers. With bachelor’s degree in Journalism from Boston University and funds from the NEH, Kraft and manuscript processors her master’s degree in American History from New York Cheryl Beredo and Johanna Carll processed twenty-three University. In nominating her, Brenda Lawson, Associate collections (800 linear feet) representing the post– Librarian and Curator of Manuscripts at the Massachusetts World War II women’s movement, including the records Historical Society wrote “If one were to ask a room full of of the National Organization for Women, the Women’s members of New England Archivists who they considered Equity Action League, and the Boston Women’s Health to be their mentor, I would venture to guess that at least Book Collective, as well as the papers of artist Judy Chicago half would answer Megan.” The Distinguished Service and activists Catherine East, Wilma Scott Heide, and Award may be granted to individuals or institutions who Marguerite Rawalt. “are dedicated to the promotion of NEA objectives and who make significant contributions to the profession, Katherine Paterson of Barre, Vt., the author of historical their institution, NEA and/or the archival community in novels who spoke at the 2005 NEA meeting in Burlington, New England.” Vt., has won the Astrid Lindgren prize. Although not well known in this country, this award is very prestigious in the world of literature and children’s literature. For more information see
Jeff Marshall, Special Collections Librarian and University Archivist at the University of Vermont, is now a published novelist. His book, The Inquest, based on a document about a botched abortion, was published by the University Press of New England. The novel was reviewed by Nancy Graff in the Vermont Sunday Magazine, accessible online at
Please visit us online at
Past President Mary Ide, congratulates the 2006 Distinguished Service Award becoming a member of NEA winner, Megan Sniffin-Marinoff, Harvard University Archivist. 20 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
News and Notes learn more about our holdings, and stay tuned for details of the processing project. CONNECTICUT Connecticut State Archives Accessions Litchfield Historical Society Receives Grant Impeachment Committee Records From the Connecticut Humanities Council n Friday, January 6, the Connecticut State Archives he Connecticut Humanities Council awarded a grant Oreceived 315 boxes of records of the Select Committee Tof $3,744 to the Litchfield Historical Society to process of Inquiry to Recommend Whether Sufficient Grounds the Mary Perkins Quincy Papers. The collection documents Exist for the House of Representatives to Impeach Governor one family’s experiences in Litchfield from the eighteenth John G. Rowland. Rowland eventually resigned on July 1, through the early part of the twentieth century. Mary 2004, and Lt. Governor M. Jodi Rell took the oath of office Perkins Quincy was a grande dame at the turn of the twen- as the next governor. One of the factors leading to Rowland’s tieth century and an avid traveler, visiting such places as resignation was a State Supreme Court’s decision that the Egypt, Greece, Russia, Scotland, Italy, France, Jerusalem, governor had no special privilege and legally had to testify Palestine, Algiers, and Dresden. The papers contain photo- before the Select Committee of Inquiry. A large part of the graphs and postcards of these places, as well as correspon- accession consists of copies of documents subpoenaed by dence with people she met while traveling. It is likely that the committee from state agencies. Also included are sum- processing will uncover other interesting travels and com- monses, subpoenas, transcripts and video tapes of deposi- munications. tions conducted by the committee; videos of committee hearings; administrative records, including rules adopted by A descendant of the prominent Deming, Champion, the committee; agendas and minutes of committee Perkins, and Quincy families, Mary inherited a penchant hearings; exhibits prepared by the committee; copies of for both local history and genealogy. She was an active mem- materials received by the committee with appropriate redac- ber of the Daughters of the American Revolution, the tions pursuant to state and federal laws and regulations; and Colonial Dames of America, the National Mary Washington copies of complaints, answers, briefs, motions and docu- Memorial Association, the Village Improvement Society, ments received by or filed by the committee in connection the Needle and Bobbin Club, the Litchfield Lawn Club, with lawsuits to which the committee was a party. For and the Litchfield Historical Society. The information the additional information, contact Archivist Paul Baran at collection contains about these societies, architectural and (860) 566-1100 ext. 302 or
The collection came to Litchfield Historical Society Hilton Kramer Papers Open at Bowdoin from Quincy and her heirs. The papers currently fill College twenty-five standard document boxes and several oversized boxes, with only four boxes of materials cataloged on he Hilton Kramer Papers at Bowdoin College have cards. The bulk of the collection, comprised mostly Trecently been opened for research. The collection, of Mary Perkins Quincy’s personal papers, remains which consists of 28 linear feet of material dating from unprocessed. Archives assistant Nathan Koldys will work 1950-2002, documents the life and writings of Hilton under the direction of Linda Hocking, the Society’s archivist, Kramer, chief art critic for the New York Times (1973-1982) to process the collection. and co-founder of New Criterion magazine.
Visit the Society’s Web site at
art criticism during the latter half of the twentieth Maine, and demonstrate how individual collectors play a century. Kramer traveled throughout the United States and vital role preserving our history. abroad during his career, and he commented critically on a number of the most important exhibits and artists of the For more information, visit the MHS Web site at time. Kramer’s writings appeared in a number of exhibi-
Grants are awarded for activities that will enhance access to hands and has not been studied by scholars. It contains a resources and safeguard rare or endangered treasures. continuation of the original Brut Chronicle carrying the history to 1419. The New Hampshire General Court passed the Conservation License Plate or “Moose Plate” initiative in The acquisition of the Brut Chronicle was made possible 1998 as a way to supplement existing state conservation and by the newly created William L. Bryant Foundation Library preservation programs with funding through voluntary pub- Fund, established by William J. Bryant, Class of 1925. lic purchases of the plates. The Conservation License Plate program supports the protection of critical resources in New Hampshire, from scenic lands to historic sites to wildlife. Revenues from the sale of the plate are distributed through RHODE ISLAND five state agencies. Envisioning a Rhode Island EAD Finding Aid Applications are due on August 31, 2006 and Collaboration grants will be awarded in October. For more infor- mation, please visit
“Rhode Island Archival & Manuscript Collections Online.” dence, naval commissions, the cruise book of the USS The RIAMCO Pilot Project Group will be comprised of Wrangell (AE012), 1965-1966, and a U.S. Naval Academy representatives from Brown University, Redwood Library commemorative book of 1968. and Athenaeum, Rhode Island Historical Society, Rhode Island State Archives, University of Rhode Island, and Westerly Public Library. Sarah Shaw (Digital Initiatives Librarian, Brown University) will facilitate meetings of the VERMONT pilot project group. For further information, contact
Naval Historical Collection Acquisition he Vermont House and Senate Institutions committees Tare reconciling their respective versions of the capital he papers of Rear Admiral Ronald F. Marryott (1934- construction bill. Both versions include money for the T2005) were recently deposited in the Naval Historical design of a new State Archives and Research facility. The Collection by his wife Carol Marryot. Admiral Marryott House and Senate Government Operations committees are was a 1957 graduate of the U.S. Naval Academy at reconciling their versions of a bill to eliminate common law Annapolis, where he later served as superintendent. He was deliberative process privilege as an exemption to Vermont’s president of the Naval War College in 1985-1986 and served public records/right to know law. The senate version calls as president of the Naval Academy Alumni Association from for a summer study of Vermont’s exemptions to the public 1996-2000. The collection consists of correspondence, records law. The study is to be conducted by the Legislative speeches, writings, media articles, photographs, and certifi- Council in consultation with the State Archives. The State cates documenting Marryott’s naval career from 1979-2005. Archives has circulated for comment draft guidelines for developing Comprehensive Records Programs. The guide- Captain Homer M. Doran’s papers were also recently lines outline six steps for developing such programs, includ- acquired by the College. Captain Doran was a 1943 gradu- ing archival appraisal at the point of creation. The archives ate of the U.S. Naval Academy and served in World War II. is testing the guidelines through work with five state courts His papers consist of naval orders, fitness reports, correspon- and the Division for Historic Preservation. ❦
NEA is always looking for ideas for sessions at the fall and spring meetings. Your suggestions are invited!
Please complete and send this form to: Nora Murphy Reference Archivist, Institute Archives Massachusetts Institute of Technology 77 Massachusetts Avenue, Cambridge, MA 02139-4307 Proposed by: ______Institution: ______Mailing address ______Phone: ______Fax: ______E-mail: ______
Please provide a brief description of the session you’d like to see offered at an NEA meeting. If possible, include the overall purpose and a general description of the session, and its intended audience (including skill level and topic category). If you have ideas for potential speakers for this session, please include their names and institutional affiliations. 24 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
Around and About Congregational Library and Archives Automation Project Jessica Steytler and Claudette Newhall
hen organizations talk about Our project plan began with the in the box, or cards for some of the Wthe next big project, the trend selection of the software to use for our items in the box. In the case of the is to talk about “digital” in regards to new online catalog. Criteria for the pamphlets in town history, a record is scanning photographs, art work, and selection included that the software be created for the box and each pamphlet widely in-demand texts. When grants Web-based, hosted by the vendor, flex- is listed in that record. In the are sought out, projects that produce ible, easy to use, and reasonably priced. Congregational history and the ser- these sorts of online and digital results It also had to allow for customization mon sections, each pamphlet is cata- are the ones most often funded. And and offer excellent customer support. loged separately although each may yet, in the background are the strag- The software had to support records have the box number as its class num- glers who have yet to join the first level for all the types of materials held by ber. In other circumstances, we discov- of digital access: the online catalog. the library and archive. After review- ered single titles with multiple vol- Nevertheless, the Congregational ing and evaluating products from six umes, each volume having its own card Library is one of the small, specialized vendors, we selected Liberty3 ASP by and class number rather than a single libraries/archives that falls into this lat- SoftlinkAmerica. With this software, card and a single class number with the ter category. The staff and governing we were able to create records with the volume numbers. Another variation is board had considered putting our anti- fields that we required for archive and the title with multiple editions. In this quated and idiosyncratic paper catalog library collections. Softlink cus- case there could be one card listing all into a modernized and more univer- tomized both the fields we requested the various editions and a single class sally searchable format for many years. and the records in the OPAC. We also number. Only two of the four vendors With a transfusion of new staff mem- subscribed to BookWhere, a software that were sent sample records returned bers in 2004 and 2005, this biblio rite package that allows the user to search match results to us. After considera- of passage was undertaken. It has been hundreds of library databases via the tion of price, databases searched, a year since we launched ourselves Internet and capture MARC records and number of matches, we chose wholeheartedly into the metamorpho- using the Z39.50 protocol. Using Backstage to convert 15,000 records sis that will propel us into the larger BookWhere, we have downloaded for us by June 30, 2006. researching world. thousands of records that we edited and to which we have added local This project also required fund- The goals of the automation proj- holdings information. ing. Money to purchase new comput- ect were improving library services to ers, catalog software, off-site conver- patrons worldwide, increasing staff While we were completing the sion, and additional staff was not avail- productivity, and providing greater vis- selection of the catalog software, we able in the library budget. We wrote ibility and accessibility for the unique began evaluating retrospective conver- proposals to foundations. Our research collections in the library and archive. sion partners. With a small staff, we of funding sources revealed that we The project would integrate the library knew that we needed help in entering were behind the curve for funding and archive materials into one catalog the thousands of records for materials automated card catalogs and that more and one search. In addition to improv- in the archive and library. The num- funds were available for digitization ing overall access, an automated sys- ber 225,000 is frequently referenced projects. Through personal contacts tem allows us to accurately inventory as the total of our holdings, but it is and persistence, our Executive collections, perform collection devel- possible that the collection is larger. Director was successful in obtaining opment activities that support the mis- We’ve found numerous pamphlets and three grants since March 2005. Our sion of the Congregational Library, sermons that do not have individual first grant was used to upgrade our and provide numbers needed to make catalog cards. Pamphlet boxes may hardware and software. This included budget and hiring decisions. have one card, cards for all the items new CPUs, flat panel screens, new Volume 33, Number 3 ¥ July 2006 NEA NE WSLETTER 25
printers and scanners, and a digital the 1950s when Library of Congress creating catalog records for the histo- camera. We purchased two additional cards replaced the in-house produced ries of Boston churches. We have been computers for use by our part-time cards, which were either written out assisted in this project by two Simmons cataloger and our volunteers. The sec- by hand or typed. Finally, while we records management interns. ond grant is covering the first year for now are conscientious about our the Liberty3 ASP, the conversion of acquisition policy, it has only been in Since May 2005 when our new 15,000 cards, the part-time cataloger place for the past decade or two. online catalog was installed we have position, and travel grants for added over 23,000 title records into researchers. Our third grant is assigned So, as we go along with transfer- the catalog. We have entered records to the annual fees from Softlink and ring our cards into an electronic form, of books, serials, manuscripts, pam- BookWhere, the continuation of our we are also refining and applying qual- phlets, images, DVDs, CD-ROMs, part-time cataloger, and the conver- ity control on our classification system, and realia. Some of the records include sion of an additional 10,000 cards. verifying and completing the shelf list, attachments that you can click to open and weeding the collection. All staff or have links to finding aids for archive Librarians or archivists who have members excluding the Executive collections, images, or tables of con- been a part of a catalog conversion Director were trained to catalog. tents. Many records display a thumb- process probably have countless stories Jessica Steytler, Archivist, with the nail picture of a book cover or image. to tell about the little things that had assistance of customer service at to be done in order to achieve the goal. Softlink, downloaded the manuscript We all understand that by under- What is not obvious until the project records from the Archive Access data- taking automation of the catalog, the is underway, is that any chinks in the base into the catalog. Jessica contin- entire character of the library and cataloging armor must be addressed ues to add images and other items from archive has started to shift. While the along the way. At times, it would the archives to the catalog. Other staff project will mean improved access to appear that we have more chinks than members are responsible for periodi- our patrons, the administration and armor; as a religious organization that cals, new books, and editing the con- staff are very aware that the demands until recently was very dependent on verted records. If all goes according to of upkeep and new requests will volunteers and informally trained plan, this whole process will be com- require all of us to continue adapting librarians for the bulk of the staff, this pleted within five years of its start date. and rethinking both daily activities is not surprising. The faint of heart would cower at such and our long term goals. The adapt- a prospect, but the staff here, number- ability that has kept us afloat during Our first cataloging hurdle ing six full time staff and numerous this first challenging year will bolster was that our classification system part-time staff/volunteers/interns have us as we make those changes. ❦ was created specifically for the bravely and enthusiastically entered Congregational Library at some point into this undertaking with no doubts between 1853, when the library was and a growing enthusiasm. established, and the early twentieth century. Without the standardized Yet another offshoot of this larger guidelines that Dewey or Library of project is the organization of local Congress provides, it was inevitable church history materials in the library. that now-long-dead catalogers would The library has collected local church have made some confusing and radi- history and related non-manuscript cally contradictory choices. Since the resources for over a hundred years. In collection and the clientele were rather reviewing this part of the collection in small for the first few decades, the shelf preparation for cataloging, we recog- list was not established until the 1930s. nized that a different system was need- The earlier acquisitions were not ed than our local call number classifica- retroactively included, and the list was tion. We have completed the first phase Congregational House, 14 Beacon Street, inconsistently updated until at least of surveying, organizing, arranging, and Boston. Built in 1898. 26 NEA NE WSLETTER Volume 33, Number 3 ¥ July 2006
Reviews provides some helpful insights into the way people view our profession and how we can talk with them. Cox, Richard J., Archives & Archivists in the Information Age. New York: Neal-Schuman, 2005. $85.00. Other chapters are “Archival Credentials and Professional Identity;” “The Archivist in the Knowledge Age: What have -David E. Horn, Head, Archives & Manuscripts, John J. Burns We Become?” and “Records, Documents and Stuff in the Library, Boston College Digital Era.” These topics provide opportunities to discuss the changing work and therefore the changing identities of What? Another book by Richard J. Cox! How does he do archivists and records managers. Cox mentions these con- it? The “About the Author” note (page 325) says Cox has sequences but does not address them as thoroughly as we “…written extensively…” and lists eleven books he has writ- would expect from reading the stated purpose of the series. ten or co-edited since 1990, while doing much other work, including contributing to and editing the Records and I like anecdotes, examples, and cases. In the last chapter, Information Management Report. “Putting it Altogether [sic – how could they?]: Case Studies of Four Institutional Records Programs,” Cox uses as his This book, Archives & Archivists, is the first volume in a examples programs in a local government, a small municipal series published by Neal-Schuman, for which Gregory government, a diocesan organization, and a religious order. Hunter is the series editor. The series is called The Archivist’s The lists of considerations – things we should really think and Records Manager’s Book Shelf, and I hope that some day about – are thorough, but the examples are not sufficiently soon the first “ ‘s “ will not be needed. varied. With more cases, wider variety, and more discussion, this chapter could by itself be a helpful publication. Why a new series? Hunter says in the foreword that new technologies as well as changes in “…compliance, outreach, Archives & Archivists could be helpful in the absence of finance, facilities, and more…” require a review of our work earlier or similar books, and it might serve as a basis for and justify this series (p. vii). discussion in a class on the management of archives. It has endnotes for chapters but, alas, no bibliography. ❦ One explanation of Cox’s impressive quantity of output is repetition, and he acknowledges in the preface that “…many of these chapters have been updated and revised from arti- cles I originally wrote for Records and Information Attention Amateur Management Report…” and this volume is intended to Photographers! complement his earlier works on managing archives and records (pp. xi-xii).
Readers who own Cox’s earlier works and Report might hes- itate to purchase this volume. Archives & Archivists does a thorough and solid job in meeting its declared purposes. In 325 pages the author systematically lists all the administra- tive and managerial responsibilities of archivists and records managers, and he provides – sometimes in great detail – all the considerations that should influence the judgment of The Public Relations Committee seeks to compile a list people he calls “records professionals.” Included among of photographers to be made available to all NEA com- the ten chapter headings are: “Why Organizations mittees. Individuals with high quality digital cameras can help document the NEA organization by taking Need Archivists,” “How Organizations Define Archival photographs of members, keynote speakers, leadership Positions,” and “Why Records Professionals Need to Explain and committees at bi-annual meetings, special events, Themselves.” On this topic I have always thought that etc. To join the list of photographers, contact Tracy describing what we do and – with more difficulty – explain- Messer at:
Calendar September 2006. Mount Holyoke College Library Information and Technology Services (LITS) will host the exhibit “Changing the Face of Medicine: Celebrating America’s Women Physicians.” For further infor- Press releases and other announcements of upcoming activities to be published in the Newsletter should be sent to mation see
July 30 - Aug 6, 2006. SAA Annual Meeting. Washington, Oct 1, 2006. NHPRC deadline (for the May meeting). D.C. For details and registration information see For guidelines and application forms see
Aug 1, 2006. SAA Workshop, “An Introduction to Oct 5 - 6, 2006. SAA Workshop, “Understanding Archival Exhibitions.” Washington, D.C. For details Photographs: Introduction to Archival Principles and registration information see
This Season in New England History
Brown University Commencement, 1921
This image, from the Imago Brunoniana Collection at Brown University Archives, was taken outside of the Van Wickle Gates. The image will soon be launched as part of Imago Brunoniana: a Brown University Digital Collection. Meanwhile, one can view it directly at: