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Using a GHRAB Grant to Reclaim a University Archives Anne A The Southeastern Librarian Volume 54 | Issue 1 Article 9 Spring 2006 Using a GHRAB Grant to Reclaim a University Archives Anne A. Salter Oglethorpe University, [email protected] Follow this and additional works at: https://digitalcommons.kennesaw.edu/seln Part of the Archival Science Commons Recommended Citation Salter, Anne A. (2006) "Using a GHRAB Grant to Reclaim a University Archives," The Southeastern Librarian: Vol. 54 : Iss. 1 , Article 9. Available at: https://digitalcommons.kennesaw.edu/seln/vol54/iss1/9 This Article is brought to you for free and open access by DigitalCommons@Kennesaw State University. It has been accepted for inclusion in The Southeastern Librarian by an authorized editor of DigitalCommons@Kennesaw State University. For more information, please contact [email protected]. Using a GHRAB Grant to Reclaim a University Archives Anne A. Salter Anne A. Salter is the Director of the Philip Weltner Library at Oglethorpe University. She can be reached at [email protected]. Introduction ing. Fortunately, two major resources were already in place: an archives room and research College and university archives are rich and level collections. dynamic resources of campus history. Without a clear sense of mission and programming, they Oglethorpe University’s archives enjoyed a can be overlooked as research destinations. A strong foundation from which to launch the proj- well-defined program linked with funding ect. The library building renovation of 1991 sources is one means of connecting these collec- included an archives room with work space and tions to the campus community. Through the collection storage. Additional equipment pur- assistance of a GHRAB (Georgia Historical chases included proper shelving, file cabinets, Records Advisory Board) grant, one college furniture, and a computer. Documents dating archives evolved into a viable research destina- back to 1835 and numerous other materials had tion. The process is outlined in this paper. been collected by the college and stored in the archives. Continuing the acquisitions program Methodology was easy given the excellent head start. Specifically the collections included student Until recently, an abundance of materials relating newspapers, correspondence, yearbooks, photo- to the rich cultural heritage of Oglethorpe graphs, manuscripts, etchings, drawings, and University was not accessible. A program papers of the past presidents. The colorful histo- designed to open the archives housing these ry of the campus was well represented. resources made it a research destination for the campus. The program included developing an Campus History inventory of the collection, storage and housing of its contents, cataloging, and preservation. A Founded in 1835 in Midway, a town near key component in the success of the opening of Milledgeville, Georgia, Oglethorpe University is the archives was the receipt of a GHRAB Grant, one of the oldest liberal arts colleges in the obtained for the purpose of microfilming the stu- South. The campus closed during the Civil War dent newspapers. Upon completion, access to the and reopened in the 1870s only to fold because of newspapers was made available and a vital record financial set backs. Thornwell Jacobs success- of the campus history was permanently pre- fully opened the school again in 1916 when the served. Also, the grant brought notoriety and campus was relocated to its present site on credibility to the archives. Peachtree Road in Atlanta, Georgia. President Jacobs utilized his extensive imagination to The Project attract patrons to the campus. Under his guid- ance, Oglethorpe, like Harvard and Princeton, The project began in 2001 and consisted of sev- was one of the first institutions of higher learning eral stages: inventory and storage, accessioning, to bestow honorary degrees on famous funding, and public relations/marketing. Each Americans, including women. His idea for a stage built on the strength of the previous. time capsule – the Crypt of Civilization – pre- Several decisions made at the inception of the serving examples of 20th century life, attracted project proved to be keys to success. These national and international attention. Such an included devoting library funds and staff time to interesting history of campus life needed to the project and seeking a source of outside fund- become a more well-known feature on campus. 42 The Southeastern Librarian The next step was to complete the proposed proj- Prior to applying, interested parties attend a half ect and open the archives to the campus. day workshop that enables them to understand more fully the types of projects funded through- Collection Inventory out the years and the importance of providing An inventory of the archives was necessary public access to these materials. The session before cataloging and projects for securing out- also provides a perspective of the types of grants side funding could be established. The task was that others are considering. The workshop is a especially arduous because many of the records unique opportunity to meet interested partici- had been separated from their original collection. pants and share ideas. In addition, GHRAB pro- In several instances no documentation existed to vides an on site visit to each applicant and their qualify the relationship of the item to the history archives. of the campus. Fortunately, the school newspa- This on-site visit is a productive experience, pers had been retained. These papers, with their especially for institutions undecided about which detailed reporting, provided answers to many of their worthy projects to fund first. Such was questions related to identifying archival holdings. the case with the Oglethorpe University archives. Acid free folders and document boxes were an Three major projects were at the top of the prior- expensive but important investment for proper ity list for funding –preservation of the school storage. newspapers, scanning of the visual arts collection Accessioning and preservation photocopying of historic clip- pings file. The opportunity to participate in an on Completion of the inventory provided an excel- site visit with a member of the Georgia Archives lent catalyst to the next step – the creation of allowed staff time to interact with an expert and accurate accession records. The accession record formulate an educated decision within the con- provides donor information, a description of the text of the entire archives. gift, and a unique number composed of the year of donation to identify the material. This infor- After the visit and ensuing discussion the project mation was transferred into a searchable database selection became clearer. Based on the criteria of by donor name and accession number. preservation need and importance of content, the Collections were stored on the shelves in acces- student newspapers were selected for microfilm- sion number order for easy retrieval. ing. In addition, a follow-up grant to index the papers seemed a logical application for a future Funding through GHRAB grant. The visual arts scanning project was put on hold. The preservation photocopying was com- 1 The decision to apply for a GHRAB grant pleted using student assistants. The major proved to be an excellent strategy. GHRAB expense for the latter project was the purchase of offers a number of opportunities not available acid-free photocopying paper. Three-hundred through a national granting agency, including a pages of clippings were accurately copied, dated, workshop, an on site visit, and free publicity. and filed in appropriate subject categories. GHRAB’s focus on Georgia records also elimi- Consequently, the students became excited about nates the lengthy narrative the National the archives and its holdings, and news about the Endowment for the Humanities and the National archives began to travel. Endowment for the Arts require to prove a pro- posal merits national interest. GHRAB provides funds for the organization and care of Georgia 1 The GHRAB grant is funded by the Georgia Historical Records Advisory records made available to the public. Grant Board which makes funds available to non-profit organizations throughout the applicants are expected to match at least twenty- state. Funds are provided from a variety of resources including the NHPRC (National Historical Publications and Records Commission). five per cent of the grant request up to the maxi- 2 For more information see the web site mum award of $5,000. The match may be in kind www.sos.state.ga.us/archives/ghrab.grants/grants.htm and can include staff time, supplies and other related expenses.2 Volume 54, No. 1, Spring 2006 43 In 2004 the GHRAB grant application was writ- The GHRAB grant also created positive residual ten and a grant of $5,000 awarded to cover the effects. The process of prioritizing collections for university’s cost to microfilm the student news- outside funding raised awareness of the great papers. Easy record keeping, excellent reminders potential the archival holdings had for various about quarterly reports, and constant contact as components on campus. For example, the photo- needed with granting officials are some of the graph collection serves as an excellent resource hallmarks of GHRAB’s operation. A local film- for departments creating web sites and news fly- ing company was interviewed and accepted the ers. University units frequently request photos job. They provided both pick up and delivery of and information on the history of the campus. A the papers. Preparing the papers for filming, cre- student internship provides hands-on experience ating filming targets, checking the chronological with archival processing. The Alumni Office order, and checking the film quality kept staff includes the archives on its annual campus tour. and student assistants busy for the duration of the Campus exhibits utilize images and artifacts grant period. Thanks to the GHRAB grant, the from the archives. The archives is an appreciat- newspapers are now a preserved, viable resource ed resource. for the campus community. The microfilming of the papers became the first step in a full-fledged Summary preservation program for the archives.
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