NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
C O VER–– Cusco urbs nobilissima & opule[n]tissima I NSIDE–– "Report of the Branding Committee of the Peruani regni in occide[n]tali parte sita... From Theodor New England Archivists" (Archival Insight, page 4); "URI de Bry's [America. Pt 6. Latin], Frankfurt am Main, 1596. Opens the Senatorial Papers of John H. Chafee" (Around and A view of Cuzco (present-day Peru) showing Atabalipa About, page 20). [Atahualpa], the last independent Incan ruler, being carried on a litter. Courtesy of John Carter Brown Library. (Internet Tidbits, page 7). ❦
❦ N EW E NGLAND A RCHIVISTS 2 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
Table of Contents
WPI Archives and Special Collections Gordon Library 100 Institute Road • Worcester, MA 01609
From the Editors
-Michael L. Forstrom
he April 2005 issue of the Newsletter carried Mary Ide’s new non-voting board positions and calls for reconsidera- Treport on the Membership Input (MII) Sessions at the tion of the bi-annual NEA conference schedule. Due to the 2004 Fall Conference. This issue of the Newsletter highlights recent board and member attention to the identity and future recent efforts by NEA members to address particular trends of NEA, we have also included the NEA By-Laws. and relationships identified at the MII sessions. In this issue’s Around & About, Mark Dionne, archivist In early 2005 the NEA Executive Board created a at the University of Rhode Island, provides an introduction Branding Committee “to review the graphic identity of the to the newly opened papers of Senator John H. Chafee. organization.” Archival Insight features the Branding Dionne’s article charts Chafee’s service in political office Committee report drafted by committee member Valerie from the Rhode Island House of Representatives (1957) Wingfield. The report summarizes committee activity dur- through his tenure in the Senate (1977-99). ing the first half of the year to develop a graphic identity for the organization. Their work has already resulted in revision In July the Newsletter featured its first photograph from to NEA’s mission statement and plans for design of a new a member institution in our This Season in New England NEA logo. History series. In this issue the back cover features the 1921- 22 season string choir principals of the Boston Symphony Inside NEA includes President Paul Carnahan’s report, Orchestra. the June meeting reports, and the Special Board Meeting Report. The revised NEA mission statement may be found Maryalice Mohr, archivist at the New England in Paul Carnahan’s report, the Special Board Meeting Report, Conservatory of Music, has joined the editorial staff as the and the Report of the Branding Committee. The Special new Session Reports Editor. Please join us in welcoming Board Meeting Report also introduces a proposal for two Maryalice to the NEA Newsletter. ❦ ❦
❦ N EW E NGLAND A RCHIVISTS
Promote your photograph collections by sharing an image of a historic event, place, or person with the NEA community.
The NEA Newsletter is seeking submissions from repositories in Connecticut, Maine, 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:
Archival Insight Report of the Branding Committee of the New England Archivists Valerie Wingfield, New York Public Library
ew England Archivists “is a focused on arriving at a definition of mission of the organization. These Nregional organization of people graphic identity, determining NEA’s components will use a standard who organize, describe, preserve, and target audience, approving NEA’s new color available on most computers, provide access to historical records in logo (designed by Kelcy Shepherd and and possibly a graphic design saved a variety of formats. It offers educa- Rodney Obien), and determining as a jpg/pdf/other image for easy tional opportunities and provides ven- ways to gather membership feedback insertion/logo creation. There will ues for professional and volunteer on the organization’s graphic identity. be color and grayscale versions, and archivists to gather and share experi- The focus of discussion has been on variations for different types of ences with colleagues.” In existence for the following questions: communications pieces. over thirty years, NEA operates for the benefit of archivists, educators, related • Is a graphic identity a subset of • Branding is the concerted effort professionals, and students. The identity? of the organization to project con- Articles of Incorporation state two sistently its graphic identity, important objectives: NEA strives “to • Is our organization’s name still rele- mission, purposes, and attributes to promote cooperation among individ- vant? its members, potential members, uals in New England having original allied professionals and allied records in their custody and those in • Should we develop a tag line? professional organizations, resource related disciplines having an interest allocates, media, and government. in such record,” and “to provide a While most committee members forum for matters in common by dis- felt that a graphic identity is a part of The committee also discussed seminating information on research the identity of the organization as a the organization’s name, how to materials and methodology, conduct- whole, the second question generated differentiate NEA from other organi- ing periodic workshops and seminars additional questions. Perhaps we need zations with the same acronym, NEA’s and actively cooperating with similar to reevaluate the name of our organi- mission statement, and technical con- organizations.” zation? Does it still support our mis- siderations regarding the creation of a sion and regional identity? These are graphic identity. Paul Carnahan In 2005 the NEA Executive Board serious questions. Tracy Messer pro- asked whether a suggestion that we created a Branding Committee to posed that the committee present the drop “New England” in favor of review the graphic identity of the board with a set of recommendations “Northeast” is part of an effort to organization. The committee mem- on graphic identity that address these appeal to our neighbors in New York. bers are: Tracy Messer and Tara Hurt broad issues and touch upon specific The committee decided to revisit this (Co-chairs); Mary Ide (Immediate Past items such as tag lines and branding. issue. Tara Hurt and Kelcy Shepherd’s President); Paul Carnahan (President); concerns regarding color, typeface, Rodney Obien, Kelcy Shepherd, and The committee agreed to the fol- and software considerations in the cre- Lianne Kearney (Membership lowing definitions of graphic identity ation of graphic identity proved Committee); Anne Ostendarp and branding formulated by Mary important as the committee moved (Outreach Committee); Karen Spicher Ide, Tara Hurt, Kelcy Shepherd, and forward with its mission. (Educational Committee); and Cynthia Swank: Michael Rush, Phyllis E. Steele, By early April 2005 the committee Cynthia Swank, Valerie Wingfield, • Graphic identity encompasses the had reviewed the mission statements of and Nanci Young (Members-at-Large). organization’s name, its acronym, NEA and several other organizations, perhaps a graphic (image), and including The Midwest Archives The committee’s discussions have perhaps a tag line that reflects the Conference (MAC), Mid-Atlantic Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 5
Regional Archives Conference NEA’s “top five markets,” further inar de-emphasized the importance of (MARAC), Maine Archives and discussion is necessary. a logo, trademark, or symbol and Museums (MAM), New England stressed that “brand identification” Museum Association (NEMA), and • The committee agrees to continue was more important. Doug Scott the Society of American Archivists to use the interim logo, which expressed interest in working with the (SAA). This task gave the committee a appears on the NEA Web site and committee and suggested that, while broader perspective on comparable on the new membership brochure. the NEA name has its own power, the organizational mission statements, and committee should consider altering proved beneficial as the committee • Committee members will try to the acronym in order to distinguish it drafted a revised statement. come up with different words, from the National Endowment for the images, or symbols that represent Arts and other organizations with While in the process of reworking the essence of the organization. identical acronyms. NEA’s mission statement, Mary Ide asked several pointed questions. Who • The committee is open to the idea The committee met again, prior is NEA’s intended audience? Who do we of engaging the service of a profes- to the April NEA board meeting, to want to know about and attract to NEA? sional designer. Mary Ide agreed to synthesize its work and findings. In Will our target audience influence the explore this option. attendance were Mary Ide, Paul decisions we make regarding our name Carnahan, Phyllis E. Steele, and Kelcy and mission? The Branding Committee Following the conference call, the Shepherd. Several conclusions realized that there were many interrelat- Branding Committee focused on emerged from this meeting. ed issues to discuss, and a conference call brainstorming essence ideas and tag Committee members agreed that they was arranged for April 11th. lines. In preparation, the committee liked the mission statement and that examined approximately twenty-five it was important to keep the conver- The April conference call built logos from domestic and foreign insti- sation going. The committee would upon issues under discussion and tutions. One example of a proposed also work on a tag line and allowed the committee to expand its tag line is Michael Rush’s “NEA: further identify NEA’s target audi- discussion on branding. Extracting Speaking to those who preserve the voic- ences. The group also considered the from meeting minutes prepared es of the past.” idea of referring to ourselves as “infor- by Tracy Messer, salient points mation trustees.” include the following actions and Cynthia Swank summed up our recommendations: essence ideas into two groups: images Mary Ide reported back to the and tag lines. Under images we committee that the board requested a • The committee recommends that the considered colors like blue-green, report for its May 25 meeting. NEA board establish a policy red, green, and gold, and characteris- Cynthia Swank prepared the report to review the mission statement every tics like knowledge and security (lock based upon the recommendations of three years to ratify or revise wording. and key). The idea of using a stylized the committee. Committee members logo was endorsed by Nanci Young agreed that NEA’s name not change, • The committee recommends that and Phyllis E. Steele. Any use of color that a tag line could wait, and that the NEA does not change its name at will need to take into consideration board should review and act upon the this time. how it would reproduce on paper and mission statement. on the Web site. • The committee identified its core Mary Ide, Kelcy Shepherd, Paul audience (in rank order) as profes- Continuing to move forward on Carnahan, and Anne Ostendarp sional archivists, librarians, volun- the committee’s recommendations, attended the May meeting, where the teers, and town clerks tied with Mary Ide attended the WGBH board approved the committee’s defi- records managers. Branding Seminar on April 21st and nitions of branding and graphic iden- met with Doug Scott, a graphic tity. It also approved a revised mission • To arrive at consensus regarding designer at WGBH. The WGBH sem- statement: 6 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
Revised and Approved The board decided that the com- the continuing work of the committee Mission Statement: mittee should work with Doug Scott will be part of a report presented to the (WGBH), choose graphics without board in October 2005. New England Archivists repre- the colors red, gold and green, due to sents individuals and institu- color blindness, stay away from sym- The committee thanks Tara Hurt tions responsible for acquiring, bolic images, and use the term docu- for preparing a spreadsheet to track preserving, and making accessi- ments instead of records, as it is a more committee progress, Cynthia Swank ble records of continuing value. generic and understandable word. for preparing the report to the board NEA serves as a forum for its in May, Tracy Messer for preparing a members to educate themselves The revised mission statement will spreadsheet for “Needs/Services/ and others about archival theo- be posted to the NEA Web site and to Benefits” for the NEA audience, and ry and practice, to collaborate the NEA Discuss Listserv. During the all committee members for their par- with other archival and related summer, the committee continued its ticipation. ❦ professional organizations, and work to select three graphic images and to advocate for the importance tag lines for review on the NEA Web of archival records and archival site and NEA Discuss Listserv by work to the public. September. Updated information on
580 Harrison Ave., Boston, MA • 617.247.0100 • www.vtiboston.com Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 7
Internet Tidbits can also print low-resolution versions of the entire image with or without its data. The Archive features many other - Kathleen J. Barker colorful and intricate images, including the Zodiac pub- lished in the Atlas of Portolan Charts (Venice: 1543-1545?) he Archive of Early American Images is a superb body of by Battista Agnese. This beautiful work (prepared in ink, T contemporary representations of the New World color, and gilt on vellum) features a map of the world and a drawn from the holdings of the John Carter Brown Library fanciful border of dolphins, hedgehogs, butterflies, and at Brown University. This work-in-progress currently birds. The Web site also includes representations of indige- includes over 2,500 images of the colonial Americas printed nous peoples from different parts of the world. For exam- or created between 1492 and ca. 1825; the Archive will ulti- ple, Savvages Groenlendois, an engraving published in Paris mately contain 6,000 images. Many of these images come in 1647, depicts native Greenlanders in their hunting garb, from obscure publications and have never before been repro- along with representations of their spears, kayaks, and duced in any form. The Archive can be reached through the intended prey (seals and narwhals). Library’s Web site at
After performing a search and selecting an image, such as the view of Cuzco (present-day Peru) published in 1596 (see front cover), visitors can click on the “image data” icon to learn more about the image and its source. Use the mag- nification tools to zoom in on details like the Inca temple or the native men standing on their heads juggling logs. Visitors
To reach NEA officers, please see contact information on the NEA Web site at:
Inside NEA The board is currently discussing the possibility of cre- ating a parliamentarian or policy coordinator position to From the President give the organization better continuity in its operations over the long run, and to make sure that board meetings run effi- - Paul Carnahan ciently. This topic will be discussed further at the board’s October meeting. uring the last two board meetings, the officers and rep- Dresentatives of this organization have made several In the same vein, the board is very interested in post- changes to better position us to flourish in the future, with ing procedures for various parts of the organization on the more still in the works. Web site—especially for the Program and Local Arrangements committees. Procedural notebooks have not First, the board adopted a new mission statement. been well maintained or passed on to new committee mem- Although the organization has a rather stiff “statement of bers. We hope that by putting this information in a central purpose” as part of its articles of incorporation, it has never place (i.e., the Web site), everyone can access or update the had a punchy mission statement for public consumption. procedures at any time, thus improving our organization’s The new Branding Committee presented the text of a pro- operations. posed mission statement to the board at its special May 2005 Meeting. After lively debate over several sections, we adopt- The board spent considerable time at its special ed a revised statement. I am happy to report that your orga- May meeting discussing its twice-yearly conference offer- nization’s mission statement now reads: ings without coming to any conclusions for fundamental change. As one meeting participant put it, “We like things New England Archivists represents individuals and insti- the way they are, but we want change!” The group, which tutions responsible for acquiring, preserving, and making acces- included several past Program and Local Arrangements sible records of continuing value. NEA serves as a forum for its chairs, recognized that frequency of meetings was essential members to educate themselves and others about archival theo- for giving members educational opportunities and for net- ry and practice, to collaborate with other archival and related working within the profession. Several people felt that sin- professional organizations, and to advocate for the importance gle yearly conferences would not be as convenient for mem- of archival records and archival work to the public. bers who may end up missing several years of meetings because of scheduling conflicts. On the other hand, every- Other exciting initiatives that the Branding Committee one present recognized the immense effort that is required has undertaken are detailed elsewhere in this issue. Most of this volunteer organization to put on substantial meet- important is their search for a new graphic identity for our ings twice a year. organization. Be sure to look for design displays at the fall meeting in Burlington, Vermont. The board will continue with conferences as in the past, but with the charge to future committees to try new The board has also decided to add at least one new, non- formats and approaches. The board will attempt to be voting member to the body. At its June meeting, board more engaged in giving committees ideas for future meet- members voted to create the position of Archives Student ings. The next two meetings, fall 2005 and spring 2006, Representative for a two-year trial period. We hope that this will embody changes in several ways. The fall meeting will ambassador position will help foster a stronger relationship include times for professional sections to gather to discuss between NEA and the student community—one that will issues of common concern. The spring meeting will include build strong future leaders. We will be recruiting a student two-hour long sessions that will encourage discussion from from the Simmons College archival program to fill this posi- audience members as well as panelists. tion on a trial basis. If the board decides to make the posi- tion permanent, it will be open to any archival student in The next conference in Burlington promises to be the New England region. an exciting one with two significant speakers and twelve sessions. I look forward to seeing everyone in Vermont October 13 through 15! ❦ 9 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
Special Board Meeting announcements on the listservs, write a report for the October newsletter issue, have a table at the Fall 2005 Report Conference with the options for the membership to review, and have a final report by the January board meeting. -Elizabeth Slomba Student Representative and Parliamentarian he business handled at the May 25, 2005 meeting of T the Executive Board is summarized below. All Issue to be addressed: shall the board be expanded to VOTING is in bold. Complete minutes are available on the include a Student Representative and Parliamentarian? NEA Web site or from the secretary. (Items I.4 and I.5 on the Future Planning Document)
Paul Carnahan called the meeting to order at 10:00 am. Mary Ide proposed an idea from the Fall 2004 mem- bership input sessions. The membership suggested that a Mission Statement and Branding Committee Report student board representative would reach out to new mem- bers and help nurture new membership. The board dis- The board discussed a proposed mission statement and cussed various aspects of this new position; including a trial the work of the Branding Committee. The Branding period of two years and non-voting status. Additionally, a Committee has reviewed the mission statement, organiza- representative-at-large would monitor the position and tion name, and intended audience. They proposed a revised serve as a board mentor. The board also discussed ways to NEA mission statement for the board’s approval. The board recruit for the position, appointing a representative from reviewed the proposed mission statement and suggested the Simmons archives program at first, then opening the some changes. It was moved that the mission statement position to students from other programs. Aimée Primeaux, be approved as proposed taking out “their” from “their Susan von Salis, and Mary Ide will develop the proposal for institutions;” “best” and “s” from “best practices;” and the student representative in time for the June board meet- “describing” from “acquiring, describing, preserving, ing. and making accessible.” Six members voted in favor of the motion; 2 voted against. The motion passed. Mary said the idea for a Parliamentarian came from her need for parliamentarian help at board meetings during her The revised mission statement now reads as follows: term as president. She suggested that the position be a non- New England Archivists represents individuals and institutions voting board member to keep track of the bylaws, parlia- responsible for acquiring, preserving, and making accessible mentary procedures, and previous votes and to offer assis- records of continuing value. NEA serves as a forum for its mem- tance to officers and committees regarding board proce- bers to educate themselves and others about archival theory and dure. It was also mentioned that the role of the practice, to collaborate with other archival and related profes- Parliamentarian was strictly separate from the role of the sional organizations, and to advocate for the importance of Secretary, especially in regards to communications to the archival records and archival work to the public. board and committees. Mary offered to refine the Secretary/Parliamentarian job description in time for the Doug Scott, the graphic designer at WGBH, offered to June board meetings. help create designs for the graphic look and feel and to work on developing tag lines for a proposed NEA graphic Conferences identity. The board decided to accept his offer. Issue to be addressed: Shall the NEA continue with The board reviewed the Branding Committee report twice-yearly conferences or adopt a different conference and suggested some changes and additions. The board structure? (Item III.1 on the Future Planning Document) agreed that the Branding Committee should get comments from the membership on the graphic identity. Graphic iden- Nora Murphy mentioned possible changes to the cur- tity options would be available for review by September and rent conference structure. NEA is required to have one displayed on the Web site. The committee would post annual business meeting. The board discussed a variety of Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 10
different conference structures, as well as suggestions to ences. The board discussed the need for a successful survey, move away from “talking head” sessions, with some atten- collecting the membership’s opinions on conferences, and dees noting membership preferences for workshop/interac- information expected from the A*CENSUS survey. tive sessions. Attendees debated whether the board should Attendees mentioned the feeling that the membership is have input in the meeting planning and offer more advanced looking for something different and commented on how planning and more directions for conference planning. well SAA’s special sections meetings work for their mem- bership. It was suggested that NEA try to plan future con- Karen Spicher described the role of the Education ferences to include sessions for smaller groups of archivists Committee in planning workshops for conferences and the to meet over common topics. Attendees also discussed ways committee’s interactions with Local Arrangements and to encourage attendance at and publicity for conferences. Program committees in their planning and execution of workshops. The Education Committee faces many chal- The board agreed that the Program and Local lenges during their planning, including limitations as to Arrangements committees should continue to try different how far they can plan ahead, facilities and resource avail- meeting structures. Nora would communicate the board ability at conferences, and finding instructors for the work- discussions and ideas to upcoming conference committees shops. The committee is developing a workshop schedule, to encourage planning and creative approaches to program- which it plans to have on the NEA Web site, at least for the ming. It was also noted that there is a need for membership rotating workshops. information, a financial analysis of conference costs and income, and a need for A*CENSUS information. The The board discussed the challenges for a volunteer board agreed that a program committee could be named organization in planning two conferences a year. It was before a location was chosen and that the Education asked if there should be a member survey regarding confer- Committee should be brought in as early as possible.
Honoraria
Shall the NEA revise its policies on granting honoraria and expenses to speakers? (Item III.3 on the Future Planning document)
Paul Carnahan discussed the current honoraria policy and mentioned specific points in the policy, such as no trav- el, meals, or hotels. The board discussed the purpose of the policy and administration of honoraria. All members voted that the total cap of honoraria for conferences be raised to $1500, effective for the Fall 2005 Conference. The board discussed equitable payment for honoraria recipi- ents, honoraria for keynote speakers, and the need for flex- ibility in offering honoraria. The board agreed that all out- side speakers will be offered equal amounts of honoraria and that keynote speakers may be offered a higher hono- raria amount. All members voted that the limit for hon- oraria for keynote speakers be raised to $500, effective for the Fall 2005 Conference.
Wrapup
Paul reviewed the meeting’s accomplishments and adjourned the meeting at 2 pm. .❦ Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 11
Executive Board Meeting Report will have a two-year trial period and be a non-voting board position. The board discussed the need for this position. - Elizabeth Slomba All members voted to table discussion on the Parliamentarian/Policy Coordinator for further discus- The business handled at the June 29, 2005 meeting of the sion at the Fall 2005 Board Meeting. Executive Board is summarized below. All VOTING is in bold. Complete minutes are available on the NEA Web site Treasurer or from the secretary. Lois Hamill is preparing the NEA budget for the next board meeting and requested that board members submit budget Paul Carnahan called the meeting to order at 10:10 am. requests in time. The board reviewed the budget and saw Minutes from the April 29, 2005 Board Meeting were that NEA is actually under budget so far this year. presented. All members voted to accept the April 29, 2005 Board Meeting Minutes. Meetings
Officers’ Reports Spring 2005 Conference The board discussed response to the Spring 2005 Meeting. President In response to membership requests at this meeting, the Fall Paul Carnahan discussed his efforts to get the Local 2005 Committee will develop an onsite meeting program Arrangements and Program Committee manuals on the with session descriptions. Paul thanked all members of the web. He also urged the committees to communicate ideas Spring 2005 Program and Local Arrangements committees. and encouraged committee chairs to attend board meetings as soon as they are appointed. Fall 2005 Conference Program Jeff Marshall reported on the progress of the program and noted Immediate Past President that Greg Sharrow will be the lunch speaker. Jeff also announced Mary Ide announced that there would be an article in the that special discussion sessions have been organized; discussion fall newsletter on the Branding Committee. The proposed sessions were organized by job and institution type. graphic design for NEA is expected to be ready in September and available for membership review in October. She then Fall 2005 Conference Local Arrangements discussed issues surrounding the offering of the Chris Burns presented the proposed budget for the Fall Distinguished Service Award. 2005 Conference, room arrangements for the conference, park- ing, and the Friday evening reception and speaker. Mary presented a proposed job description for a Student He also discussed specific parts of the budget, especially the Representative. The position will have a two-year trial peri- Education Committee workshop budget. The budget for the od and will be a non-voting board position; the term will meeting is projected to be $8725. The board discussed the like- run from September to June, based on the academic year. ly attendance numbers for the conference and actual per per- The board discussed filling the position with a student from son cost of the conference. All members voted that the Fall the Simmons archives program, then opening the position 2005 Conference registration fee be set at $45. All mem- to students from other programs. The board also discussed bers voted to accept the Fall 2005 Local Arrangements whether the newsletter could accommodate a column sub- budget. mitted by the Student Representative, in which case the column could be posted on the NEA Web site. All Spring 2006 Conference members voted that NEA create an Archives Student The theme of the Spring 2006 Conference is “Learning Representative position for a two-year trial period, as from Each Other.” The Program Committee is developing outlined in the job description with suggested changes. a program emphasizing interactive sessions and communi- cation among archivists. They are planning for discussions Mary presented a proposed job description for a on better communication and coordination between Parliamentarian/Policy Coordinator position. The position museum staff and archivists with similar responsibilities. 12 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
Committee Reports to the Board Conference. The committee is also working on scheduling floating workshops. Membership Secretary Paul noted that the membership numbers increased from Outreach Committee 411 members in April 2005 to 446 members in June 2005. The committee will be meeting in mid-July to tackle its next issues and will be taking an inventory of NEA bookmarks. Newsletter Report All members voted to appoint Molly Wheeler, Rick All members voted to appoint Maryalice Mohr as Session Statler, and Megan Friedel to the Outreach Committee. Reports Editor for a term to run from October 2005 to October 2008. Public Relations Coordinators The issue of who is responsible for camera work at Membership Committee events was referred back to the coordinators for further con- The Membership Committee members are continuing their sideration. work on the membership directory. A letter will be sent out to the membership in July with a 30-day reply period for Nominating Committee people to respond, while Jonathan Penyack and Rodney All members voted to appoint Christie Carter to the 2006 Obien work with Skybuilders on the directory and moving Nominating Committee. information. They expect to have the membership database up by the Fall 2005 Meeting. All members voted to accept Print Coordinator the Membership Directory Use Agreement. The New There was a discussion about the longer ballot format and Members Breakfast, first held at the Spring 2005 Meeting, ballot mailing costs. There will be a revised timeline for mail- will be an annual event. ing ballots for the next NEA elections since the Spring 2006 Conference is much earlier than usual. Education Committee There will be three workshops at the Fall 2005 Conference: Development Coordinator Film Preservation, Textiles, and Descriptive Methods. All members voted to appoint Jane Ward to another The committee is starting to plan for the Spring 2006 three-year term as Development Coordinator.
Hale and Haas Award Brenda Lawson reported on the Haas Award Committee dis- cussions about income and fundraising for the Haas Award and the desire to raise the award amount. The board agreed that if there is not enough money for the award at $1000 for the next year, then the award can be offered every other year. All members voted to approve a change in the amount of the Haas Award to be awarded in 2006 from $500 to $1000.
Anne Sauer discussed the need to change the deadline for the Hale Award; the March 2006 conference date is earlier than usual and the committee needs time to review the applications. The issue was referred back to Anne for consideration of a February 1 deadline for award applications.
Next Meeting Date and Adjournment The next quarterly board meeting will be from 1 pm to 5 pm on October 14, 2005 at the University of Vermont. ❦ Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 13
Please visit us online at
New Members - Rodney Obien
Michael Baron Larry Raftery Bellamy Association/ Quinnipiac University, Chicopee Historical Society School of Law Library
Madeline Newell David Reed Kiwi Enterprises Anne Howe Historic Harrisville, Inc. Kimberely Reynolds Northeastern University Linda Kent Kelly Shorrel Lyme Historians Jessica Sims Honor Moody Simmons College
Three E-Mail Lists at a Glance
NEAboard: Established in February 2001, this is an unmoderated list that facilitates communication of the NEA Executive Board. However, it is also open to all current NEA members. Scope of messages is limited to discussion of issues that come before the NEA Board; electronic votes may also be taken via the list at the discretion of the President.
NEAannounce: Intended to facilitate communication about NEA-sponsored events, programs, and elections. It is open to all current NEA members, who will automatically be subscribed. However, messages may be posted by members of the NEA Board and committees only.
NEAdiscuss: An open forum for NEA members to communicate about items of common professional interest. Open to all members, and moderated by the E-mail Coordinator for content.
For more information, go to
NEA By-Laws at the pleasure of the board. The president may also, with consent of a majority of the voting members of I. NAME the board, appoint persons to undertake such other The name of this organization is NEW ENGLAND responsibilities as the board may from time to time ARCHIVISTS. It is incorporated as a nonprofit organi- deem appropriate; the president may, with such con- zation under the laws of the Commonwealth of sent, designate such persons as members of the exec- Massachusetts. utive board without vote.
II. PURPOSES 4) The executive board shall consist of the president, New England Archivists is an organization established president-elect, secretary, treasurer, the representa- to foster the preservation and use of records of endur- tives-at-large, and the immediate past president, as ing value in New England, public and private, corpo- voting members; and as ex officio, non-voting mem- rate and individual, and to improve the management bers, the corporation clerk and such other persons as and the public awareness and understanding of such shall have been appointed to undertake responsibili- records, by providing pre-professional and continuing ties pursuant to section 3 of this article, and shall education in archival theory and practice; a forum for have been so designated. The executive board is the exchange of information among individuals and empowered to conduct business between annual institutions having responsibility for records of endur- meetings within general policies approved by a ing value in the region; and appropriate means of com- majority of its voting members. All decisions shall be munication and cooperation with other archival organ- by majority vote of those board members present. All izations at the local, regional, and national levels, and executive board meetings shall be open to members. with individuals and groups representing allied profes- sions. 5) The president, with consent of a majority of the exec- utive board, shall appoint a program committee, and III. MEMBERSHIP other appropriate committees. 1) Membership is open, upon payment of dues, to any individual or institution concerned with or interest- 6) Officers and representatives-at-large shall be elected ed in accession, administration, organization, preser- by mail ballot of a majority of those members vot- vation, or use of archival and manuscript material. ing, from a slate presented by the nominating com- mittee. Nominees must be members of New England 2) There are two categories of membership: Regular and Archivists. At least two candidates shall be slated for Institutional. each office. The slate shall include the name of any member nominated by a petition signed by not less IV. OFFICERS AND GOVERNMENT than ten per cent of the membership and received by 1) The officers shall be a president, president-elect who the chair of the nominating committee not later than shall serve as vice-president, secretary, and treasurer. sixty days in advance of the annual meeting. The bal- The terms of office of the president and president- lot shall contain space for write-in candidates for each elect shall be one year, and of the secretary and treas- office. Ballots shall be mailed to members at least urer, two years. No officer shall serve more than two thirty days in advance of the annual meeting. To be consecutive terms in the same office. Each officer counted, ballots must be returned to the chair of the shall have duties usually associated with the office. nominating committee postmarked not later than ten days in advance of the annual meeting, and 2) Four representatives-at-large shall be elected, each received by said chair not later than the second day for a term of three years. No representative-at-large before the annual meeting. shall serve more than two consecutive terms. 7) In the event of a tie vote for any office, the successful 3) The president, with consent of a majority of the vot- candidate shall be determined by re-balloting the ing members of the executive board, shall appoint a membership using the same mailing list as for the Massachusetts resident as corporation clerk to serve original ballot. Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 15
8) Any vacancy in the executive board shall be filled by January 1, 1995. Individuals who have paid for a the board until the next election when candidates Life Membership prior to September 1, 1994 will shall be nominated to fill any unexpired term. remain Life Members and will receive full member- ship benefits. V. MEETINGS 1) New England Archivists shall hold at least one meet- 5) The fiscal and membership years shall run from ing a year to transact any business brought before the January 1 to December 31. meeting and to provide a program of general inter- est. This annual meeting shall be held in the spring. 6) Institutional membership dues shall be $10.00 more than the current membership rate. An institutional 2) Special meetings may be called by the president, with member shall receive one (1) copy of each NEA pub- consent of a majority of the executive board, or at lication which is distributed to the general member- written request of ten percent of the members ship free of charge. It shall be entitled to all other addressed to the executive board through the presi- publications at the membership rate and employees dent or the president-elect. of the institution may attend workshops and meet- ings at the member rate. The Institution is not enti- 3) The membership shall be notified at least ninety days tled to vote in the annual election nor shall it hold in advance of an annual meeting and thirty days in elected or appointed office. advance of a special meeting. Those members pres- ent and voting shall constitute a quorum. VII. DISPOSITION OF ASSETS AND RECORDS 1) As the records of the organization become non-cur- 4) The executive board shall meet as necessary. Five vot- rent, those of enduring value shall be donated to an ing members, one of whom must be the president or archival repository selected by the board to be pre- vice-president, shall constitute a quorum. served under a formal agreement which shall address the needs of both the officers and members of New VI. FINANCES England Archivists and the general public for access 1) The treasurer shall record the financial transactions to the records in accordance with the normal policies of New England Archivists so as to ensure that the and practices of the repository. membership may have a sound basis for evaluating the management of its funds; that the board may have 2) If it becomes necessary to dissolve the organization, adequate information on which to plan the activities its assets shall be turned over to an historical or of the organization; and that its financial practices archival organization selected by the board. conform to applicable accounting standards. The treasurer shall maintain such records, for accounting VIII. PARLIAMENTARY AUTHORITY purposes, on a cash basis. The latest edition of Sturgis’s Standard Code of Parliamentary Procedure shall govern the proceedings 2) The president shall, with the approval of the of the organization, except as otherwise provided by executive board, from time to time, but no less fre- these bylaws. quently than every third year, appoint a professional accountant to examine the financial records of the IX. AMENDMENTS organization and to report his/her findings to the Amendments to these bylaws must be proposed in writ- board consistently with generally recognized ing and filed with the secretary at least sixty days prior accounting practices. to an annual meeting. Copies shall be mailed to all members at least thirty days in advance of the annual 3) Annual dues for regular membership may be changed meeting. An affirmative vote by a two-thirds majority at an annual meeting by a majority vote of the mem- of voting members present shall constitute passage. ❦ bers attending.
4) Life membership category shall be abolished as of 16 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
News and Notes MAINE Maine Historical Society Awarded IMLS Grant CONNECTICUT he Institute of Museum and Library Services (IMLS) Court Records Finding Aids Available Thas awarded Maine Historical Society (MHS) on the Web $122,682 through its Museums for America grant program. The Institute received 543 applications requesting over $50 he Connecticut State Archives has recently made seven million, and awarded $16,859,240 to 169 museums across Tfinding aids to records of the Litchfield County Court the country. and New London County Court available on its Web site in PDF format. The National Historic Publications and The IMLS grant will allow MHS to convert the Records Commission (NHPRC) and the Connecticut remaining card-based collections catalog to a digital collec- Historic Documents Preservation Fund funded this project tions management system; thanks to a previous grant, one- to preserve and improve access to a portion of the State half of the records of MHS are already accessible through Archives’ huge collection of Connecticut court records. The Minerva, a shared online catalog. This project will enable finding aids, which contain detailed information on the MHS to provide access to collections through Maine research value of county court records, are listed below: InfoNet, a statewide Web-based database.
• Litchfield County, County Court, Files, 1751-1855 For more information see
• Litchfield County, County Court, Papers by Subject, 1750-1855 MASSACHUSETTS
• Litchfield County Minorities Collection, 1753-1854 $1.5 million Portuguese-American Archives • New London County, County Court, Files, Endowment 1691-1774 n April 2005 the University of Massachusetts Dartmouth • New London County, County Court, Papers by Iannounced the creation of the Affonso “Ferreira Mendes” Subject, 1685-1855 Mendes Portuguese-American Archives Endowment. The principal gift was made by Ms. Otília Ferreira whose father, • New London County African Americans Collection, Affonso “Ferreira Mendes” Mendes, was one of the 1701-1774 founders of Portuguese-American radio back in the early 1930s. Additional contributions came from Anthony • New London County Native Americans Collection, Andrade, Frank B. Sousa, Elisia Saab, Luis Pedroso, Maria 1698-1774 Furman, and the Luso-American Foundation of Lisbon.
Due to the great research interest in African Americans The Archives will include letters, manuscripts, diaries, and Native Americans, project staff also established three photographs, periodicals, organizational records, films and databases to track information found in the records of these videos, recorded music, oral history recordings, and other two counties. The databases are searchable by court session, materials. The UM Dartmouth Archives already house town, surname, case name, subject, and tribe. important Portugese language materials, including Diário
At the time the grant ended, processing of New London County Court records had not been complet- Please visit us online at ed. Since that time, considerable progress has been made, and final versions of the finding aids should be available in
de Notícias (1919-70), records of the Portuguese Alliance • Lexington Historical Society, Lexington: Revolution Benevolent Association, photographs, family and personal and Commemoration papers, and oral history interviews. • Littleton Historic Society, The Key to Littleton’s Details are available on the University Library’s Legacy Archives and Special Collections Web site at
Collaborative Action for Historical Records • Mount Wachusett Community College, Gardner Furniture Industry Documentary Project: Phase II n June 16, 2005, William Francis Galvin, Secretary of Othe Commonwealth, announced the awards for the • Norwood Historical Society, Industrial History of 2005 Documentary Heritage Grant Program. The grant Norwood, ca.1850-1950 program funds projects that preserve and promote the use of historical records. The total award for the grant program • Sandwich Historical Commission, Sandwich is $100,000. Documentary Heritage Program
Twenty-two projects meet the funding criteria. The • Sandy Bay Historical Society, Rockport Archives projects are: Project: Plan for Preservation & Access
• American Congregational Association, Preserving • Swampscott Historical Commission, Swampscott Congregational Records in Massachusetts Historical Commission Historical Records Project
• Beverly Public Library, Beverly Archives Project • Town of Brookline, Brookline Historic Archives Project • Boston Police Department Strategic Planning & Resource Development, The Boston Police Media • University of Massachusetts Boston / Mass Studies Project Project, Mass Memories Road Show Planning Project
• Franklin Historical Commission, Strategic Plan for • Weston Historical Commission, Weston’s Archives: Franklin Assessment & Master Plan
• George C. Gordon Library, Worcester Polytechnic • Weymouth Historical Commission, Weymouth Institute, Print Worcester: Documenting Worcester’s Historical Records Assessment Printing Industry • Wilbraham Public Library, Wilbraham & Hampden: • Gould Farm, Inc. (Monterey), Accessing Local Records A Virtual History
• Hanson Historical Commission, Discovering Hanson The Documentary Heritage Grant Program is spon- sored by the Secretary of the Commonwealth and the • Holbrook Community Development Office, Massachusetts Historical Records Advisory Board. The pro- Evaluation & Promotion of Holbrook’s Archival gram is made possible through a grant from the National History Historical Publications and Records Commission. 18 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
Harvard Launches New Conservation Program monitoring of building for Photographs environments and explore the need for spe- cialized photographic ith the October 1 arrival of Brenda Bernier as senior storage; improve housing photograph conservator in the Weissman W through enveloping, box- Preservation Center (WPC), the Harvard University ing, and replacement of Library will officially launch a University-wide photograph deteriorated enclosures; preservation program. The University’s photographic hold- conserve aging and dam- ings, estimated at more than 7.5 million items in 48 aged photographs so that Harvard repositories, date back to the emergence of pho- they can be studied and tography in the 1840s. Brenda Bernier, senior photograph exhibited; and catalog conservator in the Weissman photographs and repro- The new photograph preservation initiative, made pos- Preservation Center (WPC). duce and disseminate sible through a $2.1 million grant from the Andrew W. them largely through digitization.” Mellon Foundation, complements ongoing preservation programs for Harvard’s 15 million books and millions of Brenda Bernier comes to Harvard from the National manuscripts, printed documents, maps, prints, drawings, Archives and Records Administration (NARA), where she disks, tapes, and other media. The Mellon Foundation has joined the staff as senior photograph conservator in 2001. played a leadership role in the field of photograph conser- At NARA she was responsible for assessing the nature and vation for almost a decade, investing in training and the condition of the agency’s vast photograph collections, per- establishment of positions for photograph conservators in forming conservation treatments, developing plans and the US. With support from Mellon, a second conservator guidelines, preparing storage specifications, conducting and two conservation technicians will join a project team at original research related to the deterioration and treatment Harvard under Bernier’s direction, staffing the new program of photographic materials, monitoring the work of conser- for its first five years. In addition, a photograph cataloger vation interns and junior conservators, and serving on will work under the direction of Steven Riel, preservation NARA’s Emergency Response Team. Bernier represented cataloger and projects manager in the Weissman NARA on the International Standards Organization work- Preservation Center. ing group responsible for the preservation of photographic materials. According to Jan Merrill-Oldham, the Malloy- Rabinowitz Preservation Librarian in the University Library Previously, Bernier served as photographic materials and the College Library, Harvard’s photograph preservation and paper conservator at the United States Holocaust program promises to be challenging and multifaceted. “We Memorial Museum. There she treated early to mid-20th- hope to advance the care of Harvard’s photograph century photographic materials and paper-based documents collections, and to work with other institutions to further and works of art, and performed a wide range of associated shape and define this relatively new aspect of materials con- activities. Bernier is a graduate of Virginia Commonwealth servation. We intend to offer education and training University and earned an M.S. in Conservation of throughout the University in areas such as identification of Photographic Materials from Winterthur/University of photographic types and emergency planning; to expand the Delaware Program in Art Conservation. She completed conservation internships at the National Gallery of Art, the Baltimore Museum of Art, NARA, the Holocaust Memorial Please visit us online at Museum, and the Virginia Museum of Fine Arts.
www.newenglandarchivists.org The Weissman Preservation Center, named in honor of for more information about Paul M. Weissman, AB 1952, and Harriet L. Weissman, becoming a member of NEA enables the libraries at Harvard to conserve the University’s most valuable collections of unique and rare books, manu- Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 19
New England Archives Week November 6-12, 2005: The Perfect Opportunity for Outreach and Advocacy
- Mary Caldera, Chair, NEA Outreach Committee
ew England Archivists has been actively promoting Archives Week for several years. The purpose of Archives NWeek is twofold: outreach and advocacy. It is a time to celebrate the value of New England’s historical records, publicize historical records and their cultural utility, and recognize the archivists, town clerks, and volunteers who care for our recorded heritage. It is a perfect time to call attention to your institution and its work in preserving New England heritage.
The NEA Outreach Committee promotes Archives Week and encourages institutions to publicize who they are, what they do, and what they have. The committee distributes promotional bookmarks, holds specially scheduled Archives on the Road (AOR) programs, and works with the State Historical Records Advisory Boards to solicit Archive Week proclamations from state governors.
Activities run the gamut and are limited only by a sponsor’s creativity and resources. They include exhibits, AOR programs, archives fairs, lectures, and promotional posters. If you are planning an activity, please contact the Outreach Committee and we will add it to NEA Archives Week Web page at
For more information on Archives Week, visit the Council of State Historical Records Coordinators Web site at
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
scripts, photographs, maps, drawings, prints, and other Plymouth State University, and A Changing World: New materials. The Weissman Preservation Center works hand England in the Photographs of Verner Reed, 1950-1972, pre- in hand with Preservation and Imaging Services in the sented by John Stomberg, Associate Director of Harvard College Library to manage programs and services Administration and Programs at Williams College dedicated to preserving and reproducing library collections Museum of Art. The lectures are scheduled for 2 p.m. on so that they are available for study, teaching, and research. November 13th and December 11th respectively. The New Hampshire Historical Society is also presenting a To learn more about Harvard’s collections, new exhibition showcasing its decorative arts collections. see A Directory to Photographs at Harvard at Treasures of New Hampshire, on view at the Museum of
The exhibition, on loan from Historic New England he Andrew W. Mellon Foundation has awarded a (the Society for the Preservation of New England T$40,000 grant to the Library of Congress to undertake Antiquities) and sponsored by White Mountain a comprehensive assessment of the Library’s photograph Investment, a division of Cambridge Trust Company of collections, create and evaluate a database structure to use as New Hampshire, will be on view at the Historical Society’s an assessment tool related to the conservation of those col- library through December 31, 2005. lections, and recommend actions to address the needs iden- tified in the survey. The society will host two lectures in conjunction with the exhibition: The Fifties: Getting There and Being There, A comprehensive survey of the library’s approximately presented by Lawrence Douglas, retired faculty of 14 million photographs will allow photo conservators to Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 21
plan and conduct photo preservation activities more effec- Prints and Photographs Division holds approximately tively and efficiently than has been possible in the past, 12.5 million photographs, ranging from the earliest days because of limited staff and resources, and will provide a of photography in 1839 to contemporary color art works. model that can be used to survey other photograph collec- tions in large research institutions. The project is expected Transfers from the Copyright Office (incorporated to take fifteen months. into the Library of Congress in 1870) and from various federal agencies over the years form the core 19th century Several recent initiatives have converged at the library holdings of the Prints and Photographs Division. Since to make this an opportune time to undertake an overall the early 20th century, the division has also actively assessment of the particular needs of its photograph col- acquired collections by photographers such as Alfred lections. In the past three years the Conservation Division Stieglitz, Mathew Brady, Clarence White, Gertrude has begun two projects supported by Congress: one Kasebier, F. Holland Day, and Toni Frissell. The division involves the stabilization treatment and rehousing of large also holds documentary collections, including the collections, another is devoted to the preparation of col- Pictorial Archives of Early American Architecture, the lections for transfer to a new storage facility. National Child Labor Committee (photographs taken by Lewis Hine), the Farm Security Administration, and the The photograph collections at the Library of Congress Office of War Information. contain both fine art photography and visual documenta- tion of politics, society, and daily life in the United States More information about the Library’s preservation as well as around the world. Photographs have been part activities can be found on its Web site at
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: Paul Carnahan, NEA President Vermont Historical Society 60 Washington St. Barre, Vermont 05641-4209 Email:
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 over- all 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. 22 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
Reviews digitization, and email. In many ways, this collection of essays is particularly timely... once again. Lester J. Cappon and the Relationship of History, Archives, and Scholarship in the Golden Age of Archival Theory, edited with In the section on archival theory, Cappon’s essays reflect an introduction by Richard J. Cox. Chicago: The Society his belief in the importance of provenance. He also main- of American Archivists, 2004. 234 pp. Soft cover, $35 (SAA tained the distinction between “archives,” as documents that members) and $49 (nonmembers). ISBN: 1-931666-07-5. provide a historical framework for historical narrative, and “manuscripts,” as documents that provide personal motiva- - Meg Moughan tion and offer explanation for events. He discussed the nature of written versus printed documents–comparable to n this volume, Richard, J. Cox, professor of archival stud- discussions regarding printed versus electronic documents. Iies at the University of Pittsburgh and a Fellow of the Because something is printed does not mean it is not or will Society of American Archivists, has compiled eleven essays not be archival in nature. Cappon questioned whether the written by Lester J. Cappon (1900-1981) between 1952 and archivist is a scholar or a civil servant responsible for keep- 1982. Cappon, who had a long and illustrious career in the ing records. He maintained that the archivist was a scholar, archival world, started out as an archivist around 1930 after and that it was the responsibility of the archivist to publish having received an undergraduate degree from the and promote the holdings of his or her institution. Wisconsin Conservatory of Music and advanced degrees in history from the University of Wisconsin at Madison and In the section on archival collecting, Cappon stressed Harvard University. While he worked for many years as an the importance of acquisitions, accessioning, and appraisal. archivist, he also held positions as a historical administrator, He contended that the archivist cannot be a passive collec- assistant professor of history, and documentary editor. His tor; rather, he or she must be proactive in collecting and in professional experience made him particularly well suited to building collections. He identified autograph collector discuss the relationship between historians and archivists. Walter R. Benjamin as the type of collector who is interest- Cappon may be remembered by historians for his editor- ed both in preserving the past and in profiting from it. While ship of the Atlas of Early American History. Cox believes that Benjamin and others like him have preserved manuscripts, Cappon should be known to archivists for the “intriguing professional collectors and dealers were and are often inter- array of essays he wrote on archival theory, history, and prac- ested in purchasing items rather than entire collections. As tice from the mid-1950s until his death” in 1981. a result, provenance and original order have been disrupted. Archivists must be concerned with preserving entire collec- With this collection of essays Cox sheds new light on tions. Therefore, it is important that archivists seek out man- the career and writings of Cappon. Cox selected the eleven uscript collections. Cappon pointed to the seminal works of essays based on Cappon’s main interests: archival theory, F. G erald Ham (“The Archival Edge,” American Archivist archival collecting and appraisal, the relationship between 38, 1975) and Frank G. Burke (“The Future Course of archivists and historians, and documentary editing. This Archival Theory in the United States,” American Archivist volume provides in introduction to these writings and 44, 1981), and maintained that archivists must remain “out should become required reading in archival programs. on the edge” of the profession where they have the “best view” for collecting, accessioning, and appraising holdings. The book is divided into four sections: archival theory, archival collecting, archivists and historians, and archivists In “Archivists and Historians” Cappon discussed the and documentary editors. Cappon was largely concerned role the Society of American Archivists and the National with the relationship between archivists and historians. Archives played in shaping the archival profession and the Interestingly, Cappon wrote many of these pieces when the role historians played in establishing these entities. He con- archival profession was on the cusp of change. As society tended that under the watchful eye of the historian, both was moving from manuscripts in limited quantity to mass- SAA and the National Archives were established to preserve produced, printed documents, it seemed the future of the the past–albeit the distant past. It was up to succeeding gen- profession was at risk. Archivists now wonder about the erations of archivists to step out of this box and to preserve future of the archival profession in these days of e-books, contemporary or active documents. Thus was born the Volume 32, Number 4 ¥ October 2005 NEA NE WSLETTER 23
records manager. Records management, according to step up to the plate. He was adamant about the importance Cappon, did not always appeal to the scholar of history; his- of education as it applied to the task of historical editing. torians, after all, did not want to study what was produced He maintained that a background in the social sciences two hours ago. Yet the importance of good records manage- and humanities was necessary to interpret manuscripts, and ment cannot be underestimated for the role it played in relate them to other documents and printed works, and to encouraging proactive collecting of records. aid in establishing effective collection development programs. Cappon saw archival education as very theoreti- Lastly, Cappon looked at the role of the documentary cal in nature. He pushed for rigorous training in history; editor and the relationship that exists, once again, between recalling Ham’s essay, Cappon believed that a strong archival archivist and historian (historian as documentary editor). education with a focus on history produced an archivist For many years documentary editing fell to historians. In capable of thriving on the archival edge–one who was capa- time some archivists undertook this work. This underscored ble of developing, promoting, and publishing the collec- the role of archivist as scholar and forced the archivist to tions. Cappon envisioned the proactive archivist working employ the skills and careful scholarship of the historian in alongside the proactive historian: a notion that still holds editing manuscript collections. In this area, in particular, true today. ❦ Cappon held that archival education programs needed to
Big House, Little House, Back House, Barn: Archival Approaches for Everyone’s House
Fall 2005 NEA Meeting University of Vermont Burlington, Vermont October 14-15
Billings Library Looking North, Courtesy of Special Collections, University of Vermont.
Please join us for the Fall meeting at the University of Vermont on October 14th and 15th. An opening reception will take place Friday night from 5-8 pm in the Billings Student Center, former home of the UVM Library. Katherine Paterson, the author of fourteen novels for young people and 1998 recipient of the most prestigious international award for children's literature, the Hans Christian Andersen Medal, will discuss writing historical fiction. The reception is co- sponsored by NEA, the Center for Research on Vermont, and the Friends of Special Collections (UVM). The event is open to registrants, speakers, and members of all three organizations. Registration information is available on the NEA Web site at
Around and About URI Opens the Senatorial Papers of John H. Chafee Mark Dionne, University of Rhode Island
n March 15, 2005, the during which time he was elected The records were received from 1993- OUniversity of Rhode Island’s minority leader for the Republican 2001, some of which were retrieved Special Collections unit made avail- Party for three years and nominated as from a hayloft in a barn at Chafee’s able for research over 1,200 linear feet the party’s candidate for governor in home in North Kingstown. The pro- of John H. Chafee’s political papers. the 1962 elections. cessing of the gubernatorial, Secretary Chafee’s record was highlighted by his of the Navy, and 1972 senatorial cam- ability to lead bipartisan efforts In 1962, at the age of 39, Chafee paign papers began in the fall of 1999 towards passing far-reaching legisla- was elected to the office of Governor and was completed in 2001. The reg- tion. In Congress he worked through of Rhode Island. He won by an ister for these papers can be found on consensus and cooperation in order to extremely narrow margin, but was the Special Collections Web page by make progress on important bills that reelected in 1964 and 1966 by the following the “Rhode Island Political greatly affected the budget, tax policy, largest margins in the state’s Papers” link at
Cove, Trustom Pond, Card’s Pond, and The last sub-group, Multi-Media, Narrow River. Chafee also wrote was created to house non-textual amendments into the Clean Water and records from Chafee’s Washington Clean Air Acts that expanded the gov- and Providence offices. The records ernment’s power to regulate emissions, consist of photographs, 16mm ocean dumping, and other previously motion picture film, video cassettes, unregulated practices. reel-to-reel audio tape and audio cas- settes, and computer discs. Records The records in the Washington include films of campaign ads, Office sub-group consist of memoran- Chafee radio show audio, video da, speeches, notes, bills, correspon- of Chafee appearing on news pro- dence, publications, news articles, grams, and digital copies of correspon- maps, charts, and photographs. dence, memoranda, and press state- Subjects in this group of papers ments. Topics cover issues regarding Virginia Chafee, widow of the late Senator John include foreign policy, health care H. Chafee, browses through the senator's health care, defense, immigration, reform, welfare reform, budget man- papers, which are now available online. At left economic issues, and the environ- agement, environmental protection, is archivist Mark J. Dionne. ment. Recordings include press con- education, and Rhode Island issues. ferences regarding foreign policy Subjects also include international Washington Office sub-group also issues pertaining to the Persian issues and the United States involve- include artifacts such as campaign Gulf War, defense contracts, collapse ment in the Israeli-Palestinian conflict, bumper stickers, buttons, and an of communist governments in the Nicaraguan war, and human rights American flag. Soviet Union and Eastern Europe, violations in East Timor. The Health Israeli-Palestinian conflict, Chafee’s Care/Welfare Reform series is the Congressional, government, and foreign trips, aid to Contra rebels, and largest series in the collection, and con- non-governmental publications found global warming. The press conferences tains records relating to health care in the series that were not integral to also cover domestic issues pertaining reform and social security, as well as the understanding of the documenta- to budget deficits, environmental the tobacco industry, AIDS research, tion on a specific subject were removed issues, gun control, health care, cam- and Medicare/Medicaid reform from the series and located separately; paign finance, capital punishment, legislation. a separate listing of publications from taxes, social security, and trade legisla- the twenty-two series can be found in tion. Most, if not all, of the subjects Chafee also served on the Senate the register. Publications were organ- and issues contained in this series Finance Committee for twenty of his ized under two broad categories: can also be found in other series in the twenty-two years in the Senate. This Congressional and government/non- textual records of the Chafee series contains records regarding the government. Congressional publica- Senatorial Papers. Foreign Corrupt Practices Act, Tax tions consist of bills, resolutions, Payer Relief Act, and Low Income amendments, and congressional The records in the Photographs Housing Tax Credit legislation. Chafee reports published by the Government series consist of pictures from Chafee’s was concerned with the widening Printing Office. These publications are trips to foreign countries, conferences, national budget deficit and many of arranged chronologically by congres- groundbreakings, meetings with gov- the records in the Senate Finance sional session. Government/non-gov- ernment officials, campaign fundrais- Committee series deal with his efforts ernment publications consist of print- ers, and graduation ceremonies. Some to address that problem. Records ed matter from government agencies, folders contain negatives and/or found in the senatorial papers that date organizations, and individuals, and spreadsheets of positive prints. prior to 1976, when Chafee was elect- include private sector reports, studies, Oversize records include framed pho- ed to the senate, were most likely used monographs, brochures, pamphlets, tographs, portraits, posters, and con- as research materials during his sena- magazines, photograph books, and stituent photographs mounted on torial campaigns. Records in the travel books. cardboard folders. 26 NEA NE WSLETTER Volume 32, Number 4 ¥ October 2005
The Electronic Files series con- tain a total of 17, 073 files and reside tion of a few broken tapes, has been tains files that were moved from vari- in 1,077 folders. Records include transferred onto new cassette tapes and ous staff member’s computers onto memoranda, correspondence, reports, digitally recorded onto hard drives and computer disks. The data on these press releases, and congressional floor CDs. Selected audio tapes are already disks was converted from an archaic statements. These files have also been available for listening from the register Word Perfect format into Windows copied to CD. on the special collections Web site. Office XP Word format using Both audio and audio-visual records Conversion Plus software. Some files Special Collections staff are cur- are expected to be available online by were created in formats not supported rently in the process of digitizing the spring 2006. ❦ by Conversion Plus; they cannot be audio-visual material in the collection. converted at this time. The disks con- The entire audio series, with the excep-
ARCHIVES ON THE ROAD!!
Are you interested in sharing your archival expertise with average Jane Public? Consider volunteering with the NEA Outreach Committee’s Archives on the Road program!
Archives on the Road is a free program that offers the opportunity for people to talk to archivists about how to care for their personal scrapbooks, diaries, letters, photographs, and other documents. The goal of the program is to pro- vide people outside the archival community with a better understanding of the historical value and preservation options for their family papers—and, by extension, of the value of archives in society.
Historical societies, library friends groups, genealogical societies, churches, and community organizations have host- ed highly successful Archives on the Road events. The format is flexible and varies with the size of the turnout and type of event. At many sites, the audience receives a brief orientation to preservation basics and then is encouraged to ‘show-and-tell’ their treasured documents. In other forums, the participants arrive for drop-in sessions with the available archivists.
What can you do?
Volunteer as a participating archivist The NEA Outreach Committee is looking for volunteer archivists to participate in our upcoming Archives on the Road programs for Fall 2005 and Spring 2006. Volunteers must be willing to share their expertise and, most of all, their enthusiasm for archival preservation with local community groups. We will add your name to our list of volunteers and contact you as Archives on the Road programs are scheduled.
Host an Archives on the Road program If your institution would like to host an Archives on the Road event, let us know! The host is asked to provide publicity, an audience, and a venue for the event. The NEA Outreach Committee will provide volunteer archivists, handouts for the participants, and, for the local host, sample press releases to advertise the program. There is no charge for the Archives on the Road program.
To volunteer or host an Archives on the Road event, please contact organizers Anne Ostendarp or Megan Friedel at
Calendar Perspectives in Digital Preservation.” Richmond, VA. See
November 7, 2005. SAA Workshop, “Understanding Press releases and other announcements of upcoming activities to be published in the Newsletter should be sent to Archives: An Introduction to Principles and Practices.” NEA, c/o WPI Archives and Special Collections, Gordon Frankfort, KY. See
October 21-22, 2005. SAA Workshops, “IT Training for November 30 – December 3, 2005. Association of Moving Practicing Archivists Series.” Half-day sessions: Basic PC Image Archivists (AMIA) Conference. Austin, TX. See Hardware and Software, Introduction to Databases,
November 3-4, 2005. SAA Workshop, “Copyright: If you are interested in volunteering for a committee, con- The Archivist and the Law.” Columbia, MO. See tact either Membership Committee Co-chair, Kelcy
This Season in New England History
String Choir Principals, Boston Symphony Orchestra, 1921-1922
String Choir Principals, Boston Symphony Orchestra, 1921-1922 season. Left to right (seated): Georges Fourel, 1st viola; Richard Burgin, concertmaster; Jean Bedetti, 1st cello; and Albert Holy, 1st harp. Left to right (standing): Max Kunze, 1st bass; Julius Theodoriwicz, 2nd concertmaster; and Fernand Thillois, 2nd violin. Photograph by Horner, courtesy of Boston Symphony Orchestra Archives.