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INVESTIGATING the MANAGEMENT of MUSEUM ARCHIVES a Thesis

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INVESTIGATING the MANAGEMENT of MUSEUM ARCHIVES a Thesis ARCHIVES IN ACTION: INVESTIGATING THE MANAGEMENT OF MUSEUM ARCHIVES A thesis submitted to the faculty of San Francisco State University In partial fulfillment of A5 the requirements for ^ e Degree Master of Arts • I ( ff~ ^ In Museum Studies by Alyssa Marie Torres San Francisco, California May 2016 Copyright by Alyssa Marie Torres 2016 CERTIFICATION OF APPROVAL I certify that I have read Archives in Action: Investigating the Management of Museum Archives by Alyssa Marie Torres, and that in my opinion this work meets the criteria for approving a thesis submitted in partial fulfillment of the requirement for the degree Master of Arts in Museum Studies at San Francisco State University. idward Luby, Ph.D. Professor of Museum Studies Professor of Museum Studies ARCHIVES IN ACTION: INVESTIGATING THE MANAGEMENT OF MUSEUM ARCHIVES Alyssa Marie Torres San Francisco, California 2016 Museum archives include administrative documents, staff files, and other valuable legacy data that considered together, supply an institutional history for staff, scholars, and the public. In this thesis, the current state of museum archives management in the United States is assessed, as the topic is widely unexamined and well-managed archives are critical to successful museum operations. After a literature review is conducted that explores archival management, best practices, policies, and outlines the important role museum archives play in institutions, the survey results presented highlight how museums accredited by the American Alliance of Museums manage their archives. A discussion of the survey results follows, offering several conclusions and recommendations concerning the future development of museum archives. It is concluded that while museums need to develop professional guidelines, that many collections staff work to manage archives, and that few museum-wide archives policies exist, museums are doing their best to ensure proper archives management. I certify that the Abstract is a correct representation of the content of this thesis. Date ACKNOWLEDGEMENTS I would like to thank Dr. Edward Luby, Dr. Victoria Lyall, and Christine Fogarty for their constant support and leadership throughout the thesis process and program. I would also like to thank Professors Julie Franklin and Karen Kienzle, and museum professionals Lesley Bone and Geneva Griswold, for instilling best practices, innovative thinking, and passion through their guidance and instruction. Thanks is also owed to Emily Willmann, for my path in museum collections management and registration would not be where it is today without her mentorship. I dedicate this thesis to my incredible mother, who always supported me to follow my dreams; to Andrea and Manuel for their unconditional love; and to John, who encouraged me to believe in myself. This thesis would not have been possible without craft coffee, music by Above & Beyond and Florence + The Machine, and my wonderful colleagues, who cheered me on with laughs and sincere friendship. v TABLE OF CONTENTS List of Tables......................................................................................................................... viii List of Appendices.................................................................................................................... x Chapter 1: Introduction..............................................................................................................1 Chapter 2: Archives.................................................................................................................. 5 Definition.......................................................................................................................5 History of Archives.......................................................................................................7 Management of Archives............................................................................................. 9 Archives in Libraries & Museums.............................................................................16 Chapter 3: Libraries, Archives, and Museums...................................................................... 18 Definitions....................................................................................................................18 Similarities.................................................................................................................. 21 Differences.................................................................................................................. 23 Collaborations.............................................................................................................24 Chapter 4: Museum Archives.................................................................................................29 Definition.....................................................................................................................30 History of Museum Archives.....................................................................................33 Management of Museum Archives........................................................................... 36 Formal versus Informal Museum Archives..............................................................44 Chapter 5: Methods................................................................................................................. 47 Literature Review........................................................................................................47 Survey and Sample.................................................................................................... 49 Survey Questions........................................................................................................53 Overall Process........................................................................................................... 63 Chapter 6: Results....................................................................................................................65 Survey Results............................................................................................................ 65 Overview......................................................................................................................90 Chapter 7: Discussion............................................................................................................. 91 Review of the Survey Results....................................................................................91 Museum Archive Guidelines, Policies, and Procedures..........................................96 Museum Archive Storage.......................................................................................... 98 Management of Museum Archives..........................................................................100 Challenges in Survey Questions..............................................................................101 Final Comments........................................................................................................ 103 Chapter 8: Conclusions and Recommendations................................................................. 106 Survey Results Summary......................................................................................... 107 Conclusions................................................................................................................109 Recommendations..................................................................................................... 112 Concluding Comments..............................................................................................116 Bibliography.......................................................................................................................... 119 Appendices............................................................................................................................. 122 LIST OF TABLES Table Page 1. Number of Surveys Distributed per State......................................................................... 52 2. Survey Response Rate.........................................................................................................66 3. Types of Organizations.......................................................................................................67 4. Museum Annual Budget.....................................................................................................68 5. Role in the Organization.....................................................................................................69 6. Respondent’s Organizational Duties..................................................................................70 7. Dedicated Staff Archivist Position.....................................................................................71 8. Full-time and Part-time Staff with Archival Responsibilities..........................................71 9. Management of Institutional Records by Collections Department Staff Member 72 10. Defining Archival Material.............................................................................................. 74 11. Storage for Archival Data....................... 75 12. Storage for Non-Object Related Administrative or Institutional Data.........................76 13. Museum Guidelines, Procedures, or Protocols for Archival Work..............................77 14. Archive and Archival Work References in Museum Documentation..........................78 15. Types of Records in an Archival Collection...................................................................79
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