N ews 1eltlter The Society of American A rchivists SAA Elects New Leaders SAA members have elected Trudy Peterson, National Archives and Records Administration, as the Society’s vice president for 1989-90. She will assume the vice presidential post at the 1989 annual meeting in St. Louis and will serve in that capacity until the 1990 annual meeting, when she will become SAA’s 46th president. The membership also selected three new council members: Terry Eastwood, University of British Columbia; James Fogerty, Minnesota Historical Society; and Robert Sink, New York Public Library. The election yielded three members for the 1990 Nominating Com­ mittee: Bruce Bruemmer, Charles Babbage Institute; Lynda DeLoach, George Meany Memorial Archives; and Kathleen Roe, New York State Archives and Records Administration. Joining them on the committee May 1989 will be two of the three council members whose terms end in 1990. This year the SAA ballot booklet contained a Survey of Archivists, along with a confidential return envelope. Approximately fifty-one percent of SAA’s eligible voting members participated in the election and survey. Of the record high 1,400 responses mailed back to SAA by CONTENTS members, more than 1,200 envelopes contained both ballots and com­ Institutional Evaluation News Briefs p, 2 pleted surveys. A summary of the survey’s findings will be printed in Beat p. 3 Awards Available Washington News p. 4 the SAA Newsletter this summer, and a full report will be Preservation Focus Copyright p. 6 Automation Notes issued at the annual meeting in St. Louis. p. 6 p. 6 SAA is now collecting candidate recommendations for the 1990 p. 7 election. Please send your recommendations for Vice President, p. 8 Council, and the 1990 Nominating Committee to the Society of American Director’s Desk p. 9 From the Executive p. 10 Archivists, 600 S. Federal, Suite 504, Chicago, IL 60605. Mount Sentenced Charles p. 12 Meeting Roundup Annual p. 13 SAA Notes Notes p. 14 International p. 14 Transitions 1990 Proposals 1990 p. 15 Send Proposals Now for 1990 Guidelines for p. 16 Certification Update Program Proposal p. 17 Annual Meeting ProfessionalBack cover Opportunities New SAA Manual The Program Committee for the 1990 SAA annual meeting in Seattle, Wash ington, is currently soliciting proposals for all types of sessions, including traditional open sessions, workshops, works-in-progress, special focus ses­ sions, and panels. Program proposals may be directly submitted to the Program Committee or through specif«? sections, roundtables, or task forces. The Program Committee is particularly interested in proposals that ad­ dress the issues raised by the SAA Committee on Goals and Priorities (CGAP), Important Annual which includes: automation, appraisal and documentation strategy, institu­ Meeting Informa­ tional evaluation, planning, communication, and the educational potential of archives. tion on page 4. Please contribute your ideas, suggestions and proposals to members of the 1990 Program Committee. The "Guidelines for Proposals" form is on pages 7 and 8 in this Newsletter. If you have any questions or would like additional copies of the program proposal form, contact any member of the Program Committee listed on page 7. Send complete program proposals to committee co-chair, Brenda Banks, Georgia Department of Archives and History, 330 ISSN 0091-5971 Capitol Avenue S.E., Atlanta, GA 30334, (404)656-2374. From the Executive Director’s Desk

by Donn C. Neal

SAA’s many non-serial publica­ publications list that includes al. Another idea that has come tions—that is, those other than over sixty SAA titles, largely up is a guide for those inter­ The American Archivist and from the late 1970s and early ested in starting an archives. this newsletter—are important to 1980s, and a growing number of (See the story on back page archivists (members and non-mem­ titles of other publishers. for more details.) bers alike), who depend upon them The non-serials editor will Together, all of these actual for professional guidance and become part of a publications and possible titles reflect the intellectual stimulation. These program that is already beginning Society’s renewed commitment to a publications are also important to grow. The new titles being comprehensive catalog of vigorous to the Society itself, which prepared promise to serve the and authoritative publications relies upon their sale for a Society’s members and to make that will continue to be of substantial portion of its annual significant contributions to the immediate and practical help to revenues. archival literature. Bill Maher In recent years the Editorial is completing a manual for Continued on page 3 Board, led by Chairs Ned Berkeley college and university archives. and Susan Grigg, has made great Faye Phillips is hard at work on strides in appraising the present a publication, cosponsored by collection of SAA publications ALA, that will address the and in inviting, selecting, and handling of local history materi­ commissioning manuscripts for als by libraries and other repos­ several new SAA titles. At its itories. Ann and Bill Newhall, Donn C. Neal Executive Director meeting in St. Louis in October, the one an archivist and the the Editorial Board will focus other an architect, have been Bernice E. Brack special attention on planning new asked to co-author a manual Membership Assistant directions for our publications intended to help those who are Teresa M. Brinati program. planning, renovating, or building Managing Editor To assist the Editorial Board an archival facility. Tim Walch Paid Conway in this work, the SAA Council is revising his excellent manual Preservation Program Officer recently revived the position of on security. "non-serials editor," someone who All of these titles are in Al Correa will play a key role in strength­ addition to the Archival Fun­ Publications Assistant ening and expanding the Society’s damentals Series, which will Tim Ericson publications program. Over the include Mary Lynn Ritzenthaler’s Education Officer

next few years, this person will revision of her SAA manual on Joyce Gianatasio help implement the Editorial conservation, a new version of Program Assistant Board’s efforts to rationalize the glossary of archival terms Marion Matters SAA’s publications program and to (co-edited by Lew and Lynn Automation Program Officer develop this valuable SAA service Bellardo), and five new manuals to its members, and to the (being written by Jim O’Toole, Georgcann E. Palmer Fred Miller, Jerry Ham, Mary Jo Office Mattager/Director profession at large. o f Membership Services Working closely with the Pugh, and the team of Tom Wilsted Editorial Board, the non-serials and Bill Nolte). Jim Sauder Even more titles are still in Director o f Financial and editor will be responsible for Automated Operations editing SAA publications other the idea or development stages. than The American Archivist, They include a possible manual on Troy Sturdivant the new Archival Fundamentals consultants and consultancies; a Publications Assistant Series, and the SAA Newsletter. proposed resource directory on David Klaassen (These are ably edited, respec­ automated records and techniques; Editor, The American Archivist tively, by David Klaassen, Mary a prospective business archives The Society of American Archivists Jo Pugh, and Teresa Brinati.) He manual and bibliography; and a 600 S. Federal, Suite S04, Chicago, Illinois 6060S or she will inherit an extensive potential public relations manu­ (312) 922-0140

2 May 1989 SAA Newsletter Executive Director’s Desk New SAA Staffer Continued from page 2 archivists everywhere. Helping SAA welcomes back Joyce Gianatasio, who has served on its staff several the Editorial Board to bring all times and now takes over from Nancy VanWieren as Program Assistant in or most of these forthcoming and the Education Office. In that capacity, she will help Tim Ericson and proposed publications into print Marion Matters in putting together SAA’s array of continuing education will be the first set of chal­ workshops. Joyce will also handle the SAA Placement Service. lenges for the new non-serials We acknowledge with thanks Nancy’s fine work with SAA and wish editor. her well in her new position. In addition, the new non­ serials editor (can someone suggest a better moniker? I someone who, like Dave Klaassen, welcome suggestions!) will can persuade his or her institu­ augment the Editorial Board’s tion to release some time for Charles Mount recent efforts by recommending service to the Society. new titles that are needed, The editor will have to view soliciting manuscripts, evalu­ this project as a long-term Gets 5 Years ating proposals, and then working investment, for publications take with authors to ready manuscripts much time to develop, from the in Fraud for actual publication. The new idea stage to actual publication. editor will, by bringing a rich Several years from now, however, archival knowledge and experience the results of work begun in 1989 Art Historian and portrait artist to bear, help the Society to take and 1990 should be obvious. Charles Merrill Mount was sen­ an overall view of its publica­ In order to give SAA members tenced last month to five years tions: the strengths of the additional time to consider in federal prison. This followed current catalog, which titles volunteering for this important his conviction in Washington, should be revised or replaced, assignment, the Editorial Board D.C., on 17 counts of receiving the gaps that SAA needs to plug, has extended the deadline for documents stolen from the Nation­ and new publishing directions applications until June 15, 1989. al Archives and the Library of that we should be exploring. Consult the box on page 8 of the Congress, and four counts of mail The right person will also be March issue of the SAA Newsletter fraud involving some of those able to make some good sugges­ for details about how to apply. documents. tions about which titles pub­ As you can see from the The sentence will begin after lished by other publishers SAA publication projects mentioned Mount, 61, has finished serving a might offer in its own catalog above, the new editor will begin three-year sentence he received and where and how we should work with a wealth of ideas—and in Massachusetts on similar market our publications better challenges. If you can suggest charges. A jury in Boston con­ than we now do. other ideas you think we should victed him in April 1988 of Drawing upon advice from the be exploring, let me know and I transporting stolen government Editorial Board, the Executive will pass your suggestion along property across state lines. Director, and others, the non­ to the new editor when he or she Despite both convictions, serials editor will thus serve in is appointed. Mount has staunchly maintained a leadership position comparable One of the principal ways in his innocence, claiming that the to the one that the Editor of which a professional society like stolen documents, including an The American Archivist SAA contributes to the growth of executive order signed by Abraham plays in editing the scholarly its members, and of the profes­ Lincoln in 1864, had belonged to journal of the Society. sion itself, is by providing him for years. There are other parallels: we leadership in education and In August 1987, Mount was hope, in time, that SAA will be training. A publications program arrested after he tried to sell able to compensate someone for occupies a central place in that stolen letters written by Abraham editing our non-serial publica­ effort, and SAA has a superb Lincoln, Winston Churchill, and tions—just as we expect someday record in producing a catalog others at a Boston bookstore. to pay the Editor of The that is filled with high-quality, Authorities have since discovered American Archivist. For now, useful publications. Our new more than 400 stolen documents in we will have to depend upon non-serials editor will help to safety deposit boxes and other someone who is willing to carry us forward in that effort, locations kept by Mount, several volunteer time for this important and I am excited about that under different names. professional endeavor, or perhaps prospect.

SAA Newsletter May 1989 3 National Archives Tour Annual Meeting Roundup Tuesday, October 24 1:00 p.m. - 5:00 p.m.

Downtown Walking Tour 1989 ANNUAL MEETING Wednesday, October 25 SAA’s 53rd annual meeting is right around the corner. Listed below is 9:00 a.m. - 12:00 noon and information to help you plan for the meeting. If you have any questions, Saturday, October 28 please contact Georgeann Palmer at (312) 922-0140. See you in St. Louis! 1:00 p.m. - 4:00 p.m.

PREREGISTRATION FEES registration packets that will be Missouri Botanical Garden Tour Preregistration fees apply to mailed to all SAA members in Wednesday, October 25 those who send their registration mid-June. Please be aware that 9:00 a.m. - 1:00 p.m. forms to the SAA office on or be­ there is a city-wide convention fore September 22, 1989. Regis­ scheduled at the same time as Forest Park Tour tration forms will not be SAA’s meeting. It is very impor­ Wednesday, October 25 accepted after September 22, 1989 tant that you make your room 9:00 a.m. - 1:30 p.m. in the SAA office. reservation at the Clarion as soon as possible to guarantee Literary Tour o f St. Louis SAA Member Rate $ 82.00 that you have a room. The phone Wednesday, October 25 Nonmember Rate $106.00 number is (314)241-9500. 1:00 p.m. - 5:00 p.m.

ON-SITE REGISTRATION FEES The rates for the meeting are: Business Archives Tour On-site registration fees apply Thursday, October 26 to those who register at the Single rooms $66.00 1:00 p.m. - 5:00 p.m. annual meeting. Any registration Double rooms $78.00 forms received at the SAA office Gateway Gastronomy after the September 22, 1989, A small additional room block has Thursday, October 26 deadline will be brought to the been reserved at the Days Inn at s 7:00 p.m. - ??? meeting and those people must the Arch. The Days Inn is register on-site. located about four blocks from St. Louis After Dark the Clarion. To reserve a room, Thursday, October 26 SAA Member Rate $ 97.00 contact the Days Inn directly at 9:00 p.m. - ??? Nonmember Rate $121.00 (314) 621-7900. Cahokia Indian Mounds and ONE-DAY REGISTRATION FEES Room rates are: Katherine Dunham Museum Attendees may register for single Friday, October 27 days at the annual meeting. Single rooms $65.00 9:00 a.m. - 1:00 p.m. Please specify on the registra­ Double rooms $75.00 tion form which day(s) you are Triple rooms $85.00 St. Louis Sports Hall o f Fame and registering for. Quadruple rooms $95.00 The Sporting News Archives Tour Friday, October 27 SAA Member Rate (per day) $40.00 1:00 p.m. - 5:00 p.m. Nonmember Rate (per day) $50.00 PRECONFERENCE WORKSHOPS If you have any questions The Presidential Boat STUDENT REGISTRATION FEES concerning the Preconference Friday, October 27 SAA student members may take Workshops, please refer to SAA’s 6:00 p.m. - 10:00 p.m. advantage of registering for the March newsletter or contact Joyce annual meeting at the student Gianatasio at (312)922-0140. Historic St. Louis rate. This rate applies only to Neighborhoods Tour those who are student members of Saturday, October 28 SAA. TOURS 9:00 a.m. -12:00 noon The following tours will be offered SAA Student Member Rate $35.00 at this year’s annual meeting. New Harmony, Indiana Please refer to the annual meeting Post-Convention Tour HOTEL SLEEPING ROOM RATES program book for details. Sunday, October 29 The official hotel for the annual Busses will depart at 2:30 p.m. meeting is the Clarion Hotel, St. Religious Archives Tour from the Clarion Hotel and return Louis, Missouri. Registration Tuesday, October 24 to St. Louis Lambert Airport on cards will be included in the 10:00 a.m. - 4:00 p.m. October 31 at 5:00 p.m.

4 May 1989 SAA Newsletter APPRAISALS o f ARCHIVAL COLLECTIONS

The 1985 Internal Revenue Service regulations concerning appraisals of manuscript and archival collections have caused a number of persons who had been appraising small to medium size collections to withdraw from the field. Consequently, many institutions are contacting us about collections which they previously believed were too small, or insufficiently significant for us to consider for appraisal. We are well known for undertaking virtually every major appraisal during the past two decades, from Random House to Paramount Pictures, Igor Stravinsky to George Gershwin, Samuel Clemens to Hamilton Jordan, Fred Allen to Norman Vincent Peale, and numerous others in the fields of literature, music, the arts, sciences, business, and legal, military and political history, including the ten million items in the North Pacific archive. Our appraisals which have been little publicized are those of hundreds of small archives of no great commerical value, but which require proper valuation for their donors. These are collections which must be accurately evaluated at minimum cost— collections whose fair market values do not warrant detailed examinations, inventories and reports, but which require the preparation of the most accurate descriptions and reports possible, commensurate with their values. Our success at determining the appropriate balance between these factors is based on our efficient appraisal practices, extensive experience and qualified research staff. Our normal procedure is to quote a firm appraisal fee and give a general range of the fair market value based on an examination of the institution’s initial inventory. There is no obligation to proceed with the appraisal and there is no charge for this information, nor is there any fee charged if we believe the collection or archive could not find a commercial market, a prime requirement for the establishment of fair market value. Please contact Rosalie Fawcett with any questions you may have. A brochure describing our experiences and the institutions we have undertaken appraisals for is available. Also available is a reprint of an article by Kenneth W. Rendell, published by the Society of American Archivists, "Tax Appraisals of Manuscript Collections”.

KENNETH W. RENDELL ».*> lS^-AA^eCis Ave. TeC- 617-96.9-7766 ewton-5V\ass. 02159 (a6fe Auto cjrapfe Bo 1990 Annual Meeting International SAA is pleased to announce that S AA Notes the Archives and Records Man­ agement Division of the State of Notes Washington has agreed to serve as the official host institution for the Out-of-Print Publications Society’s 1990 annual meeting, Two publications listed in the which will be held in Seattle. SAA Bookcase are currently out of ADPA Journal on Microfiche SAA expresses its appreciation to print. A Manual for Small Ar­ The first five volumes of the the Division for this support and chives, published last year by journal ADPA: Automation-Archives- assistance. the Association of British Colum­ Informatique (1972-1987) are bia Archivists, is temporarily available from Belgium on micro­ out of print. A third printing fiche for $35. To order, or for is scheduled for July. SAA anti­ more information, contact M.H. cipates having copies available New Icelandic Records Fishbein, 5005 Elsmere Avenue, by August. Management Association Bethesda, MD 20814, (301)530-5391. Unfortunately, J. Franklin Last December, the Icelandic Rec­ Jameson and the Birth of the ords Management Association (IRMA) Canadian Archival Centré National Archives, 1906-1926, was formed with 57 founding mem­ The Canadian Centre for Informa­ published by the University bers. The objectives of the group tion and Documentation on Ar­ of Pennsylvania Press, will not are to promote knowledge and un­ chives (CCIDA) has available be reprinted. derstanding in the records manage­ 5.000 monographs, 100 periodi­ ment field among individuals, the cals, 2,500 articles, and a Jameson Award Subcommittee business community, and public vertical file system in archives Ruth Helmuth has agreed to serve authorities, as well as to strengthen science, records management, and as the chair of the J. Franklin ties between records centers and related areas. For more informa­ Jameson Archival Advocacy Award archives. For more information, tion, contact CCIDA, National Subcommittee for 1988-1989. The contact IRMA, c/o Kristin Olafs- Archives of Canada, 395 Welling­ other two members of the subcom­ dottir, President, Rekagranda 8, ton Street, Room 182, Ottawa, ON, mittee are Frank Burke and James 107 Reykjavik, Iceland. KIA0N3, Canada, (613)996-7686. Fogerty. Records Management Task Force ... .Transitions... .Transitions.... Chair Eleanor Melamed, of the National .... Ralph W. Hansen, librarian/archivist with 36 years of service, Archives and Records Administra­ will retire from Boise State University at the end of May. Hansen tion, has been appointed by Pres­ founded the Brigham Young Archives in 1956 and the Stanford Uni­ ident Frank B. Evans as the new versity Archives in 1965. In addition, he has been a member of chair of the Task Force on SAA since 1956.... Eugene Bockman, commissioner of the Department Records Management. of Records and Information Services of New York City, was recently honored for 42 years of service to the city by Mayor Edward Koch.... SAA Study Tour Cancelled Reverend Roman Nir, director of the Polish American Archives We are sorry to announce that of the Orchard Lake Schools in Michigan, will celebrate his Silver insufficient registration has Jubilee (25 years) in the priesthood this month.... Anne Van Camp caused the cancellation of the is the archivist of the Hoover Institution at Stanford University.... proposed SAA study tour to Aus­ Sylvia B. Kennick has been appointed archivist/special collections tralia and New Zealand. It is librarian for Williams College in Williamstown, Massachusetts.... hoped that such a tour can be Janet Miller is the new archivist and director of the Archives and offered in a future year. SAA Special Collections on Women in Medicine at the Medical College expresses special thanks to Tom of Pennsylvania....Karen D. Stevens has been appointed manuscript/ Wilsted for taking the lead in archives librarian at the Academy of Natural Sciences of Philadel­ organizing this opportunity. phia.... Shirley Taylor Haizlip has been appointed director of the National Center for Film and Video Preservation, which is part of New Sustaining Member the American Film Institute. Haizlip appointed Gregory Lukow The Chicago Historical Society is deputy director for Archival Affairs....The National Historical a new sustaining member of SAA. Publications and Records Commission confirmed Richard A. Jacobs We thank CHS and all of our other as Executive Director.... Michael Q. Hooks, formerly of the Texas sustaining members for their General Land Office, has been appointed the first archivist of the support. Jet Propulsion Laboratory at the California Institute of Technology....

6 May 1989 SAA Newsletter 54th Annual Meeting of the Society of American Archivists August 30 - September 3, 1990 Westin Hotel, Seattle, Washington

G u i d e l i n e s f o r P r o p o s a l s t o 1990 SAA P r o g r a m C o m m i t t e e

The 1990 Program Committee invites submission of program proposals for the meeting in Seattle, Washington, August 30 - September 3, 1990. The proposal is designed to accommodate fully developed sessions, but we also welcome proposals for individual presentations or suggestions for session topics.

Session proposals shall be judged on the following criteria: 1) do they address issues of importance from a variety of perspectives? 2) can the topics be adequately addressed in the time allowed? and 3) do they appeal to a broad audience while focusing on particular conditions or needs?

• O pen Sessions may be of two types. The traditional session of two or three speakers offers participants the opportunity to present fully prepared papers of 15 to 20 minutes duration. Each paper should identify the issue and the perspective of the author, the research methodology used, and the conclusions or hypotheses reached. The role of the chair/commentator is to stimulate thoughtful discussion, allowing sufficient time for audience participation within the two-hour period.

The 1988 Program Committee also encourages the development of shorter sessions featuring work-in-progress presentations. Two or three participants will present 10-15 minute introductions to research topics, outlining the critical questions to be answered, presenting their research strategies, and suggesting anticipated results. The pres­ entation should stimulate discussion by offering the speakers a forum for presenting tentative findings at a stage where audience feedback can be particularly valuable. Work-in-progress sessions will be scheduled for an hour each, with half of the time reserved for discussion.

• L im ited-E nrollm ent Sessions are those which involve extensive interaction among participants or the use of a demonstration that is ineffective with a large audience. They may take the form of a workshop designed to teach archival skills or a seminar! round table for directed discussion among persons sharing a common experience or preparation. Proposals should describe the skills to be taught, techniques to be employed, issues to be addressed, and/or advanced preparation to be assigned.

• Special Focus Sessions are designed to highlight innovative archival programs, new techniques for the archi­ val profession, and archival research projects. Presenters at each one-hour session should attempt to involve the audience in commentary, role-playing, or demonstration, and make wide use of audiovisuals. Special Focus Ses­ sions will run concurrently with open sessions and will not have limited enrollment.

These guidelines should be viewed as suggestive, not restrictive. We welcome creative suggestions for sessions that do not necessarily fit any one of the formats above.

Members of the committee are: Brenda Banks (Co-Chair), Georgia Department o f Archives and History, Waverly Lowell (Co-Chair), National Archives-Pacific Sierra Region; Elizabeth Adkins, Kraft Archives; Arthur Breton, Smithsonian Institution; Scott Cline, Seattle Municipal Archives; Daria D’Arienzo, Amherst College; Maggie Kimball, Stanford University; Brenda Marston, Cornell University; Paul McCarthy, University o f Alaska at Fair­ banks; Alden Monroe, Alabama Department of Archives & History; Joan Schwartz, National Archives o f Canada; Tim Slavin, Archdiocese of Chicago; Christine Ward, New York State Archives & Records Administration; Donna Wells, Gallaudet University Archives.

Send all proposals to Brenda Banks, Georgia Department of Archives and History, 330 Capitol Avenue S.E., Atlanta, Georgia 30334. P roposals m ust be postm arked by N ovem ber 10, 1989.

SAA Newsletter May 1989 7 SAA Program Proposal 1990 For Committee Use Deadline: Postmarked by November 10, 1989

Proposed by: Number: Institution: Mailing Address: Postmarked: Phone:

1. Session T itle:______2. Open Session (traditional)______(work-in-progress) ______; Limited-Enrollment Session (workshop) ______; Special Focus Session (one hour in length) ______3. Is this proposal submitted on behalf of an SAA group? If so, name of group: 4. Description of Proposal - see guidelines (use additional paper if necessary).

PARTICIPANTS Check box if individual has been contacted about this session and has agreed to participate. SAA M ember Chair/Comment/Leader: Institution: Yes O Mailing Address: □ Phone: No □

Name: Institution: Mailing Address: Yes Q □ No □ Paper Title: Phone:

Name: Institution: Yes □ Mailing Address: □ No □ Paper Title: Phone: Name: Institution: Mailing Address: Yes Q □ No □ Paper Title: Phone:

8 May 1989 SAA Newsletter you. Association of Records Managers Certification Although the Interim Board for and Administrators to discuss the Certification was discouraged intellectual structure of the Update from appearing at the spring examination process, paying meeting of one regional organiza­ particular attention to how a tion, other regionals have sought certification examination is speakers and have encouraged developed and validated. Bert further dissemination of informa­ Rhoads of the Interim Board will by Paul Chestnut tion to members who may wish to serve as commentator. consider applying for certifica­ Item development seminars have As we went to press with this tion. Frank Cook is organizing begun to meet to assist in the issue of the SAA Newsletter, an information table for the preparation of the examination. approximately 135 applicants had spring Midwest Archives Confer­ A meeting was held in St. Augus­ submitted petitions to be re­ ence meeting, and Donn Neal will tine last February, and addition­ viewed for certification. Edie be speaking to a joint meeting of al meetings are scheduled for May Hedlin, chair of the SAA Interim the Conference of Inter-Mountain in New York City; in Montgomery, Board for Certification, has Archivists and the Society of Alabama, prior to the meeting of begun mailing letters notifying Colorado Archivists, to the Ten­ the Southeast Archives Confer­ candidates of the results of the nessee Archivists, to the Society ence; and in Napa, California, in petition review. Frank Cook, who of Southwest Archivists, and to conjunction with the Society of is administering the review pro­ the Society of California Archi­ California Archivists. cess, asks that applicants remem­ vists. Tim Ericson will speak to Following these meetings, an ber to attach copies of diplomas, the Society of Florida Archi­ examination development workshop transcripts, or position descrip­ vists, and I will be on a panel will be held June 22-23, 1989, in tions that are required as sup­ at the Association of Jewish New York City. Sue Baptie, Tim porting documentation. The peti­ Librarians. Ericson, Randall Jimerson, Phil tion includes instructions indi­ There will be several activi­ Mooney, Trudy Peterson, Deborah cating which attachments are ties related to certification at Skaggs, Lee Strout, and Tom Wil- needed, but it appears that some this year’s annual meeting in St. sted will participate in this applicants are omitting informa­ Louis. The first examination effort to construct a fair, thor­ tion essential to the review will be given on Thursday morn­ ough and appropriate examination. process. ing, October 26, 1989. Since it We owe Bert Rhoads and all of the An announcement was published appears that the minimum of 100 participants in the several semi­ in the March SAA Newsletter solic­ certified archivists will be nars and workshops our gratitude iting applications for partial sub­ reached to constitute the Academy for the capable and rigorous sidies to defray costs for certi­ of Certified Archivists, a attention they have given to the fication. The gift of $1,000 meeting will be convened on task of examination development. from a generous donor will be Thursday evening at 7:30 p.m. to A university archivist is used to award $125 to eight organize the Academy and offi­ seeking information concerning successful applicants who submit cially transfer responsibility institutional payment of petitions by May 31, 1989. Ap­ for administering the certifica­ certification fees. If this plicants should include a brief tion program from the Interim issue has been raised in any statement indicating that they Board to the Academy. The Board academic repositories or state­ wish to be considered for this will meet on June 24, 1989, to wide educational systems, please subsidy and why they should finalize plans for the transition let Donn Neal or me know so that qualify for financial assistance. and will be in touch with the we can pass this information on Information packets containing certified archivists shortly to other archivists considering .copies of articles about the thereafter to develop a slate of taking this matter to their own development of the SAA certifi­ officers for the Academy. administrators. cation program and a brief bibli­ A program session entitled Eligibility for certification ography of additional relevant "The Archivist’s Role : The Im­ by petition expires on September material have been mailed to all pact and Implications of the 30, 1989. Petitions may be sub­ presidents and editors of region­ Certification Examination" has mitted by any professional archi­ al archival associations. I used been scheduled for Saturday morn­ vist regardless of membership in the regional listing in the Janu­ ing, October 28. Gerald Rosen of national or regional archival ary SAA Newsletter. If officers the Professional Examination associations. Call or write the have changed and current ones Service, the testing service SAA office to request petitions have not received this mailing, conducting the examination or to inquire about examination please let Donn Neal or me know process, will appear with Richard procedures to be implemented in so that we can get a packet to Cox of SAA and Gwen Moore of the St. Louis.

SAA Newsletter May 1989 9 tion (COPA), the regional accredit­ Understanding S AA’s Principles ing authorities, the accrediting activity of the American of Institutional Evaluation Association of Museums (AAM), and the legal and health care professions. There was also at by Bill Joyce that time considerable concern that the Carter Administration might Editor’s Note: With the renewed Development (CEPD) was struggling decide to certify the eligibility interest within the archival pro­ with the first two, and what was of educational institutions within fession in the concept of institu­ renamed the Task Force on the government rather than rely on tional evaluation, we thought it Institutional Evaluation took on the the accreditation organizations. would be useful to review the last alternative that Hugh Taylor There was also discussion whether Society's longstanding efforts to posed. funding agencies like NEH and NHPRC study and improve institutional In the intervening years since would want to certify institutions performance, and to establish some then, the certification issue has as eligible for federal funding (as principles for evaluating the languished and revived several times occurred in Canada on the passage performance o f archival institu­ and is now, of course, in the ini­ of the Cultural Property Act of tions. These efforts have included tial phases of implementation. 1978, which included provisions for the publication in 1982 of The Accreditation of archival education "designating" repositories eligible Evaluation of Archival Institutions, programs is still on CEPD’s agenda, to receive government funding). the 1985 Census of Archival Insti­ though progress has been very slow After reviewing the work either tutions, and now the publication of owing to a variety of factors that already accomplished or under SAA 's new Archives Assessment are not within the scope of this active development, the Task Force and Planning Workbook. article to consider. The Task Force decided to follow in broad outline Former SAA President William on Institutional Evaluation, stymied the approach to the accrediting of Joyce, who has played an instru­ from time to time by the daunting museums adopted by AAM. This mental part in the development of scope of its mandate, has now approach included a definition of these initiatives, has prepared this devised a most useful approach to museums that was further elaborated background article on SAA’s involve­ its mandate that calls for a two- by developing and explicating, ment over the past dozen years in part project. first, for a self-study and then archival assessment and planning. This project entails, first, for a site visit by peers, His article concludes with an compiling a statistical profile of principles of museum service. SAA’s "explication " of the first of the the profession as a whole, to which Task Force decided not to define ten principles o f evaluation. is added a self-assessment effort archives per se (owing to their Future issues of the SAA based on the Task Force’s publica­ daunting degree of diversity of Newsletter will continue this tion The Evaluation of Archival size, institutional placement, and series o f explanations o f the Institutions. By completing the other factors), but rather to principles and their implications statistical portion, repositories develop principles of archival for archival institutions. contribute to a broader knowledge activity by reviewing the range of of the condition of archival activities that might be undertaken Background repositories. By undertaking the in archives—from acquiring and When then-SAA President Robert second part of the project, insti­ accessioning archival materials M. Warner appointed in 1977 the tutions can assemble information through processing, preservation, Task Force on Institutional about themselves in light of what and reference and access, to Standards (also called the Task the Task Force identified as basic exhibition and public programs. Force on Institutional Accreditation archival principles, as well as Once the principles were at that time), the Society was in measure their current condition not developed, the Task Force turned to the throes of what another SAA only against these broad princi­ a two-part assessment program that President, Hugh Taylor, described as ples, but against the condition of included an institutional the Society’s "trinitarian dilemma": other repositories as reported in self-study in which questions that is, in choosing how the the statistical profile. relating to each principle were archival profession should be When the Task Force first under­ drafted for the institution to further defined and regulated, did took its work back in the late answer as well as to document. The it make more sense to pursue a) 1970s, it reviewed a broad range of idea was that each institution certification of individuals, b) activity underway in a variety of undertaking the self-study would accreditation of archival education fields. The Task Force explored expect to identify areas in which programs, or c) accreditation of activities in library accreditation it needed to improve. The second archival repositories? The Commit­ and standards, the work of the tee on Education and Professional Council on Postsecondary Accredita­ Continued on next page

10 May 1989 SAA Newsletter Institutional Evaluation The principal effort of the Task Force believed that such docu­ Force since that time has been m ents) should not be difficult to Continued from previous page improving the statistical data draft or to secure. The Task Force about repositories. There have also believed that examples of such part of the assessment program been in the 1980s two surveys of documents could be of immense value called for site visits by archival repositories for archival data, to those repositories that had not colleagues who would corroborate and the Task Force has been yet acquired them. the findings of the repository persistent in trying to find the Insofar as the principle encour­ staff and devise further recommen­ link between this mass of aged development of a planning dations for the repository’s statistical data gathered in document, the statement of purpose improvement. The Task Force then surveys and the formulation of or a separate document could very circulated their proposals to performance standards that might well list goals and objectives, as archival leaders for comment and further guide the evaluation or well as the activities that would published its initial efforts in assessment process for carry them out. Recognizing that the SAA Newsletter for further participating repositories. many repositories do not have such comment from the SAA membership. With the publication of the formal documents, the Task Force This program then received Archival Assessment and Planning believed that it was not funding (in 1979) from the Council Workbook, the Task Force intrinsically necessary to require on Library Resources (CLR) to test completed its current formality, but rather to encourage the program devised by the Task phase of work and was dismissed. developing the appropriate Force. A limited number of self- Led especially by Mary Jo Pugh and documentation in whatever form studies and site visits were solic­ Paul McCarthy, and with invaluable seemed suitable to the repository. ited by the Task Force, and a assistance from Paul Conway and If that were done, the Task Force diverse number of institutions others, the Task Force made a major concluded that it would be possible agreed to do the self-studies and contribution to the archival to compare an archives’ performance to host a subsidized site visit by profession. It is hoped that its of its functions to its statement two archival peers. As a result of work over the past dozen years will of purposes and objectives "so as these trial self-studies and exper­ contribute not only to a better to arrive at a reasonable appraisal imental site visits, the Task Force understanding of the performance of of success or failure." concluded that the evaluation pro­ archival institutions but renewed Owing to the great diversity of gram should be undertaken on a efforts by SAA itself to strengthen institutional arrangements, the voluntary basis. that performance. Task Force was reluctant to At a meeting in Chicago called To that end, it may be helpful formulate for archives what to evaluate the activity undertaken to review the ten principles that constituted a "sufficiently as a part of the CLR grant, it was the Task Force identified, and to comprehensive and definitive" suggested that a cover sheet explore the implications of these legal status or a "clearly defined recording data about the repository principles for archival role and function" for the be prepared. Gradually, the Task repositories of all types. This archives, or what complied with the Force became aware that it would be series of newsletter articles will statement that "the documentation most useful to collect data seek to explain what each of the clearly delineate the lines of systematically about archival ten principles mean for the authority and responsibility of the repositories. The subsequent profession today. person in charge of the archives." publication of the SAA booklet Nonetheless, the Task Force be­ The Evaluation o f Archival I. Legal Authority and Purpose lieved that professional colleagues Institutions in 1982 was would be able to assess the docu­ designed to provide a self-con­ "There must be explicit mentation for clarity and internal tained guide to the self-study, as documentation of an archives’ legal consistency and make the difficult well as to assist in the prepara­ status and authority. The archives judgments that such broadly gauged tion for a site visit. The must have a formal statement of statements imposed. It will very voluntary nature of the program purpose." likely require a range of also accorded nicely with the experience in reviewing such growing emphasis on planning within In developing SAA’s "principles statements in very particular the Society in the early 1980s, and of evaluation," the Task Force institutional contexts, however, to the Task Force on Goals and readily concluded that there was no know whether such statements are Priorities (now the Committee on more important principle than that easily evaluated in terms of how Goals and Priorities) identified designed to establish the legal well they point to any judgments institutional evaluation as an authority and purpose of an arch­ as to how well any repository may important tool for archival ives. The principle called atten­ be meeting its purpose. That is, managers in planning and evaluating tion to the importance of securing of course, equally true for the programs. charter documents, and the Task assessment project generally.

SAA Newsletter May 1989 11 News Briefs • News Briefs • News Briefs

NHPRC Recommends Grants and Mechanical College, Baton Rouge, Louisiana; preservation, automation and machine- $66,140 grant to establish a university archives readable records, planning, and Totalling $1.2 Million program by surveying university records, and by The National Historical and Rec­ developing a records management manual and programming. The tuition of $400 ords Commission last February workshop to familiarize university staff with includes reading materials, instruc­ records policies and procedures; tion, and field trips. Three semes­ recommended $575,430 for twelve • Tulane University, New Orleans, Louisiana; projects for documentary edi­ $87,500 to establish the H. Sophie Newcomb Col­ ter hours of graduate credit from tions; $624,864 for fifteen proj­ lege Archives; Drake University School of Public • Cranbrook Educational Community, Bloomfield Administration will be available for ects for historical records pro­ Hills, Michigan; $50,656 grant ($10,000 matching) grams, and $38,200 in subvention to process community records and to establish a an additional fee. For more informa­ grants to help defray publication Machine-Readable Cataloging Archival and Manu­ tion, contact Gordon Hendrickson, scripts Control format-compatible data base for State Archivist, State Historical costs for six documentary edi­ the management of the community’s holdings; tions. The grant recommenda­ • National Recreation and Park Association, Society of Iowa, 600 East Locust, Des tions were made in response to Alexandria, Virginia; $13,230 supplemental match­ Moines, Iowa 50319, (515)281-8875. ing grant to continue the association’s project to more than $1,850,000 in requests. survey and establish a records management program The following received NHPRC for its records. NHPRC Fellowship Changes historical records grants: Several changes are in effect for • National Association of Government Archives Documenting Abe Lincoln’s Law the 1990-1991 Archival Fellowship and Records Administrators, Albany, New York; Program, jointly funded by the $1,955 grant to evaluate local government records Practice projects that have received grant funding from An estimated 75,000 records National Historical Publications NHPRC; and Records Commission and the associated with Abraham Lincoln’s • Idaho State Historical Records Advisory Andrew W. Mellon Foundation. Board. Boise, Idaho; $37,904 grant to survey quarter-century in legal practice Although individuals must archival and manuscript repositories in Idaho and are scattered throughout the to develop a data base of collection descriptions still have between two and five using the Western Library Network; United States and beyond, in • Florida State Historical Records Advisory years’ archival experience, libraries and personal collec­ NHPRC hopes to attract a broader Board, Tallahassee, Florida; $51,656 grant to tions. The Illinois Historic produce a study on the issues surrounding informa­ pool of applicants by implement­ Preservation Agency is attempting tion technology and public records in Florida; ing the following changes: • Texas State Historical Records Advisory to locate and photocopy as many reducing the number of fellow­ Board, Austin, Texas; $4,991 grant to support the of these documents as possible. travel and meeting expenses of the Texas Board; ships each year from three to After the material is organized • Library Council of Metropolitan Milwaukee, two; increasing the stipend to Milwaukee, Wisconsin; $43,500 grant to develop a and edited, the agency will publish approximately $35,000 with a documentation strategy for the Milwaukee The Lincoln Legals: A Docu­ metropolitan area by conducting research on the corresponding increase in mentary History of the Law Prac­ existing documentation of the city, by automating benefits; and adding flexibility and updating a data base on the holdings of area tice of Abraham Lincoln, 1836-1861. to the length of the fellowship repositories, by developing an integrated and Launched in 1985, this project coordinated collecting policy for Milwaukee term by allowing it to run will take more than a decade to repositories, and by devising a plan to implement between nine and twelve months. collecting priorities; accession and annotate records In addition, instead of having • Pueblo of Zuni, Zuni, New Mexico; $2,862 from 3,000 cases argued before grant for a consultant to assist in developing a an open competition for host circuit courts, the Illinois Supreme plan for the archival preservation of Zuni Pueblo institutions, those institutions tribal records and other historical materials; Court, and U.S. district and appellate would be pre-selected—perhaps on • Oglala Lakota College, Kyle, South Dakota; courts in Springfield and Chicago. $43,130 grant to develop an archives and records a modified competitive basis—by If you have any information about management program for the Oglala Sioux tribal the NHPRC Records Committee in records and to provide on-the-job training in documents relating to Lincoln’s consultation with the Records archival work; legal career, contact The Lincoln • Red Lake Band of Chippewa Indians, Red Lake, Program staff. Institutions Minnesota; $83,600 to develop a tribal records Legals, Old State Capitol, Spring- would be selected to represent management and archival program; field, IL 62701, (217)785-9130. • Lummi Indian Business Council, Bellingham, one or more specified areas of Washington; $56,500 to develop an archival program archival activity, such as state in conjunction with a newly established records archives. management department; • Lauderdale County Department of Archives and NARA Modern Archives Institute Details of the new format for History, Meridian, Mississippi; $76,240 to estab­ The National Archives and Records the Archival Fellowship Program lish an archives and records management program Administration’s Modern Archives will be refined by NHPRC, and for the county and the city; • City of Syracuse, Syracuse, New York; $5,000 Institute will be held in Des Moines, additional information will be to hire a consultant to conduct a preliminary Iowa, from July 31 through August made available later in the year. survey of current city government records manage­ II, 1989. Topics covered include Fellowship awards for 1988-1989 ment needs and to recommend options to address those needs; appraisal and acquisition, arrange­ and 1989-1990 will not be • Lousiana State University and Agricultural ment and description, reference, affected by the changes.

12 May 1989 SAA Newsletter News Briefs • News Briefs • News Briefs

NARA/NAPA Report on Electronic Ihiblic Historian Seeks MLA Announces Revised Recordkeeping Released Reviewers for Archives Section Credentialing System The National Archives and Records The Public Historian is interested The Medical Library Association Administration and the National in expanding its review section has approved a new credentialing Academy of Public Administration to cover archives. The purpose system for medical librarians to have just published "Effects of of the proposed "archives review" be implemented in late spring of Electronic Recordkeeping on the section is to inform readers this year. An Academy of Health Historical Record of the U.S. about holdings of various collec­ Information Professionals has Government." This is the final tions that may be of use to them been set up with four membership report of an Academy panel es­ in the course of their public categories, each- with more chal­ tablished in 1988 under contract history work, and to appraise the lenging requirements. to NARA. quality of the holdings as well Admission to the academy is The 15-member panel reviewed as the accessibility of the based on education, documented the results of more than 100 documents. knowledge in identified core interviews and more than 365 The editors welcome sugges­ areas, and professional experi­ questionnaires in developing its tions about how this new section ence. Already certified as medi­ understanding of the use of elec­ can best serve the needs of pub­ cal librarians, academy members tronic technology in the federal lic historians. They would also are expected to pursue a profes­ government and its effect on like to receive the resumes of sional development program to recordkeeping practices. The readers who are willing to serve qualify for continuing academy panel concluded that although as archives reviewers. recognition. electronic technology is widely Please forward suggestions, used in federal offices, very few questions, et al., to: The Editors, records have been lost to date. The Public Historian, Department The panel recommends that of History, University of Cali­ steps should be taken now to fornia, Santa Barbara, CA 93106. Awards ensure that losses will not occur as more and more offices create Available electronic records. Among the report’s recommendations: New Uses, Older Skills • NARA must take the lead in The National Executive Services FU1.BRIGHT SCHOLAR AWARDS developing a systematic, long- Corps (NESC) is a nonprofit or­ The Council for the International Exchange of range plan for electronic ganization that helps other non­ Scholars has announced the opening of competition for 1990-1991 Fulbright grants in university and records; profit organizations solve prob­ teacher lecturing abroad. The awards include • NARA should sponsor, moni­ lems by providing, as consult­ 1,000 grants for periods ranging from three months tor, and document prototypes of ants. retired executives who to a full academic year. Application materials electronic recordkeeping projects are now available. Contact the Council for Inter­ contribute their expertise. national Exchange of Scholars, 3400 International in federal agencies; NESC serves educational, cul­ Drive, Suite M-500, Washington, D.C. 20008-3097, • Working with the Office of tural, health care, social ser­ (202)686-7866. Management and Budget and Con­ vices, and religious organiza­ n a t io n a l En d o w m e n t f o r t h e h u m a n it ie s gressional committees, NARA tions from its national headquar­ The National Endowment for the Humanities Refer­ should seek strengthened regula­ ters in New York and through a ence Materials Awards program supports projects tory authority relating to the that organize essential resources for scholarship partnership of Executive Service and improve access to information and collections. permanent records of government Corps in 35 cities throughout the Awards are made in two categories: tools and on all media and should seek both country. Professional solutions access. The deadline for all awards is September the restoration of its authority I. 1989, for projects beginning July 1, 1990. For are provided in a broad number of more information, write Reference Materials, Room to inspect federal agency records problem areas that include: 318, NEH, Washington, D.C. 20506. and the repeal of technical board development, financial amendments that exempt agencies INSTITUTE OF CERTIFIED RECORDS MANAGERS controls, fundraising strategies, The Institute of Certified Records Managers is from this authority. leadership development, market­ accepting nominations for the 1989 Emmett Leahy ing, personnel, public relations, Award, given annually to an individual in recogni­ Archives Assessment and and strategic planning. tion of professional contributions and outstanding Planning Workbook accomplishments in the field of information and For additional information, records management. Nominations are to be submit­ contact NESC, 257 Park Avenue ted in 12 copies by June 30, 1989. Contact Fred $19 SAA members; South, New York, NY 10010, V. Diers, CRM, Chairman, 1989 Leahy Award Commit $24 nonmembers. tee, 1320 Four Winds Drive, Raleigh, NC 27615, (212)529-6660. (919)248-7186. Call SAA, (312)922-0140

SAA Newsletter May 1989 13 Washington Preservation Focus Beat Contributions Needed for Special Issue The summer 1990 issue of The American Archivist will be devoted to the subject of preservation in an archival setting. Anne R. Kenney of Cornell University by Page Putnam Miller will serve as guest editor. Initial plans for the issue call for preservation- related contributions in all sections of the journal. Four or five major NCC Presents Testimony on articles will examine such topics as the national preservation context, NARA and NHPRC research and development, preservation planning, and a survey of the field. In testimony before the House and Suggestions for Case Studies, pieces for Perspectives, the International Senate Appropriations Subcommit­ Scene, and materials for the Reviews section are especially welcome. tees on Treasury, Postal Service Although the deadline for submissions is December 1, 1989, interested and General Government, the Na­ individuals are encouraged to contact the guest editor as soon as possible. tional Coordinating Committee for Anyone who wishes to discuss prospective pieces should contact Anne Kenney, the Promotion of History (NCC) Conservation Department, 701 Olin Library, Cornell University, Ithaca, NY has advocated $150 million in 14853, (607)255-6875. fiscal year 1990 for the National Archives and Records Administra­ Joint Resolution on Permanent Paper tion (NARA). This would include It is becoming more generally recognized in the archival profession that wide $8 million, the authorized fund­ use of alkaline papers is a tremendously important preservation strategy. ing level established last year Senator Claiborne Pell, D-R.I., and Representative Pat Williams, D-Mont., by Congress for the National His­ have recently introduced in Congress Joint Resolutions "to establish a torical Publications and Records national policy on permanent papers." Both recommend that the use of Commission’s (NHPRC) grants pro­ permanent paper be required for federal records and government publications gram, and an additional $20 mil­ of enduring value. The Senate resolution (S.J. Res. 57) and the identical lion for NARA. The Administra­ House version (H.J. Res. 226) also recommend that American publishers use tion’s budget calls for only permanent papers for publications of enduring value. $122.6 million for NARA with zero In the next few weeks, please write brief letters to your senators and funding for NHPRC grants. representatives urging them to support these Joint Resolutions and to consider The NCC member organizations co-sponsoring them. Explain the importance of permanent paper to your believe that the situation has institution and to your constituencies. If you are writing to legislators who reached crisis proportions and are already co-sponsors, congratulate them on their support and tell them are thus urging Congress to take that the Resolution is important to you. Personally addressed, single-page let­ a hard look at both NARA’s ters on an important issue can have a great impact on the legislative process. responsibilities and its resources. The appraisal of records to determine which merit preserva­ to electronic records and to inadequately described records, tion and which should be working with federal agencies to those who wish to use the records destroyed is one of NARA ’s most guarantee the preservation and will continue to be doomed to important tasks. Yet the accessibility of electronic rec­ missing much or most of the Archives has nominal contact with ords. Many state archives fund documentation relating to their other federal agencies and pro­ this key function at a propor­ study. vides little support in identify­ tionately higher level than NARA. Another area, the servicing of ing. scheduling, and transferring For example, in Alabama there are records, suffers from a serious records. The advent of electron­ seven state archives staff work­ shortage of knowledgeable staff. ic recordkeeping makes it even ing with state agencies, while For many key record groups at more crucial that NARA provide NARA has fewer than twenty staff NARA there are no staff with agencies with needed guidance. people working with all federal extensive knowledge of the rec­ The National Academy of Public agencies. ords. Without staff who have Administration’s recent study, The problem of inadequate intimate knowledge of the rec­ "The Effects of Electronic Rec­ description of records is equally ords, many records can never be ordkeeping on the Historical severe. Approximately one-third identified adequately and used Records of the U.S. Government," of the records of NARA either effectively. The intellectual includes seventeen recommenda- * have no finding aids or inade­ resources of NARA have been tions that include the need for quate finding aids. Until a dissipated; this trend must be NARA to direct considerably more major initiative is undertaken to resources, staff, and attention deal with the enormous backlog of Continued on page 15

14 May 1989 SAA Newsletter photographers who donate contemporary however, will prefer not to allow Copyright photographs may prefer to retain copying of footage, especially if it copyright and require that archives is of interest to collectors and make no copies without permission. potentially lucrative. A specific News statement in the gift agreement that Audiovisual Materials such footage will not be copied Archivists should be aware that without permission can serve as an by Suzanne Steel controversy surrounds the use of incentive to donation. copyrighted audiovisual materials in The SAA Copyright Task Force has libraries. Though the controversy been gathering information about the concerns commercial videos made copyright situation with respect to available for viewing in public Washington Beat various types of non-textual mater­ libraries, it has implications for ials. This report focuses on photo­ research use of audiovisual works. graphs and audiovisual materials. A specific performance right to Continued from page 14 holders of copyright in "motion Photographs pictures and other audiovisual works" reversed. Legal interpretations concerning is cited in Section 106, Paragraph 4 Although the resources and copyright ownership of commercial of the Copyright Law. All public staff at NARA have diminished or photographs have changed with the performances of the work, including remained static, the records of passage of the Copyright Law of some educational uses, must be government and the responsibili­ 1976. Under the old law commercial licensed by the copyright holder. ties of NARA are increasing. The or studio photographs were held to Guidelines for educational and size of NARA’s staff is approxi­ be works for hire, and the rights library use of media first published mately the same today as it was belonged to the subject or to the by the American Library Association in! 1976. Yet the federal govern­ agency that commissioned the work, in 1986 allowed private viewing of ment now produces every four unless there was a contractual videocassettes by library patrons in months a stack of records equal agreement under which the the library. Media production groups to all those produced in the 124 photographer retained copyright. have taken issue with the guidelines, years between George Washington The situation has reversed under claiming that any performance of a and Woodrow Wilson. the 1976 law. Copyright in photo­ video in a library open to the public In the last few years, NARA has graphs created after 1 January 1978 is a public performance and should be acquired some extremely complex and belongs to the photographer, who licensed. This controversey has not massive groups of records—such as licenses photographs to users, been resolved. the records of the Congressional unless the photographer has a "work Though it could be assumed that investigation of the Iran-Contra for hire" contract with the user. the right to show archival footage to affair, the files of special pros­ See Jeffrey E. Jacobson and Bruce E. a researcher is implied when the ecutors, the records of the AIDS Colfin, "Photographers and the ‘Work footage is donated to an archives or Commission, and the records of the^ for Hire’ Doctrine," New York Law other research institution, the Vietnam War. Thus, not only is the Journal 196 (26 December 1986), safest course is to state clearly in Archives unable to complete its p. 5. the gift agreement that the footage earlier responsibilities, but there For photographs taken by art will be viewed by researchers in the have been no additional staff to photographers and amateur photog­ archives. The gift agreement then accompany these new responsibilties. raphers both before and after 1978, serves as a license allowing research The additional $20 million pro­ copyright belongs to the photogra­ use of the footage. It may also be posed for NARA is just a beginning pher. Unpublished photographs necessary to obtain a performance for addressing many serious inad­ previously protected by common law right from the copyright holder if equacies and does not even deal with now have statutory protection and the donor of the footage does not the costs of preserving and declass­ will enter the public domain under hold the copyright. ifying an enormous backlog of rec­ the provisions of the law. Subsection (h) of section 108 of ords. NARA is entrusted with the Implications for archives fall the Copyright Law specifically stewardship of federal records of en­ mainly in the area of gift agree­ excludes audiovisual works, except during value, both for administrative ments. Individuals donating collec­ those that deal with news, from the efficiency and accountability and for tions of family photographs may be copying privileges granted to librar­ the study of American history. This able to transfer copyright ownership ies and archives. Unpublished ar­ mission merits adequate funding. to an archival agency, even for chival footage may be copied only for Historians and archivists, who under­ studio photographs taken before 1978. preservation or for deposit in stand well both mission and lack of However, copyright ownership in the another library or archives. It may resources, have assumed the task of negatives or prints of a professional be possible for an archives to obtain informing Congress of the enormous photographer donating pre-1978 mater­ the right to copy footage at the time gap between NARA’s responsibilities ials may be clouded. Professional of the gift. Many copyright holders, and its funding.

SAA Newsletter May 1989 15 to have the records reviewed by c Printed music Automation experienced catalogers and perhaps d Manuscript music modified to fit the requirements e Printed map Notes of the manual. We will not print f Manuscript map system record numbers or reposi­ g Projected medium tory names unless you give your i Nonmusical sound recording permission; you and your reposi­ j Musical sound recording by Marion Matters tory may remain anonymous! k Two-dimensional So, send them in! I will take nonprojectable graphic 110 $aSociety of American the records in any form: typed, m Computer file Archivists. $bAutomation handwritten, printed, MicroMARCed, o Kit Education and Information MINARETed, MARCONed, whatever. r Three-dimensional artifact Program. If you are an RUN or OCLC mem­ or naturally occurring 245 %aAPPM and MARC: ber, you can give me screen object a new manual of examples needs prints, or even just the record examples numbers. If you can supply Does code "b" make sense in 520 $aArticle containing call for records on a 5-1/4" MS DOS disk, this context? What if there were assistance. that’s great (I can deal with text a new place to put a code 521 $aTlie archival cataloging files, dBASE files, and mail-merge signifying "type of control" public.* files). (namely, archival control) and it Since I work at home, I enjoy could be used along with Experts or novices, we want your getting mail and phone calls: codes from the list above, so that cataloging problems—or solutions. Marion Matters, 1936 Sargent Ave­ you could identify a record that The new Archives, Personal Papers, nue, St. Paul, MN 55105, reflected archival control of and Manuscripts (APPM) manual is (612)698-6949. computer files or sound in the final stages of editing, * Yes, I know I have left out recordings? and it’s going to be great. How­ the indicators. If code "b" were removed from ever, it needs a companion—a the list above, how would you code manual of examples that show Discussion of Proposed MARC archival collections containing APPM-based descriptions and MARC Format Changes Requires Input only language (textual) material? tagging. One of my goals this from Archivists Or containing materials from more spring and summer is to compile For those of you who liked the than one of the types above? The such a manual. title "What Happened at MARBI?" coding of fixed fields 007 and 008 I cannot do it alone. Well, I from the March SAA Newsletter, (and a proposed 006) are closely could, but how many records from here is its sequel: "What is going related. the Minnesota Historical Society to happen at MARBI?" The tone may The MARC Standards Office at do you want to see? Besides, I be lighthearted, but the question the Library of Congress really would like to include examples for is serious. needs input from archivists. collections of all types of mater­ The March article, on the last Kathleen Roe, SAA’s MARBI repre­ ial created by all kinds of people MARBI meeting in January, high­ sentative, is eager to discuss and organizations: records of lighted two hard questions that these issues prior to the next university athletic departments, need attention: MARBI meeting—at the end of June local bakeries, county sanatori- in Dallas. Please contact her at ums, opera companies; papers of /) What is "archival material" New York State Archives, Cultural the famous, the infamous, and the or "archival control"? Education Center, Albany, NY people next door; and computer It seems minute, the proposal 12230, (518)474-8319. files, maps, diaries, architec­ dealing with two bytes in the MARC tural drawings, oral histories record leader, but is nevertheless 2) What are multiple versions? (tapes and/or transcripts), significant. In order to respond If the leader byte issue was videorecordings, and literary clearly to the current discussion microscopic, this one may be manuscripts. paper on the topic, archivists vague—for archivists, that is. The list is hardly exhaustive. need to do no less than decide In general cataloging, multiple I would be interested, too, in what constitutes "archival version seems to mean multiple records for a collection or series material" and what constitutes physical form (e.g., the same and for subunits of it. Brief or "archival control." Here are the musical work existing on cassette moderate-length records illustrat­ codes presently available in and CD). However, in moving ing especially thorny cataloging leader/06: image cataloging, "version" problems may be more useful than usually refers to a consciously very long records. The only a Language material requirement is that you be willing b Archival control Continued on page 17

16 May 1989 SAA Newsletter CURATOR ARCHIVIST University o f Colorado at Boulder ARCHIVIST/REGISTRAR Yale University Western Historical Collections and Field Museum o f Natural History Fortunoff Video Archive for Holocaust Testimonies University Archives Department o f Anthropology Two-year term appointment. Minimum rank: RESPONSIBILITIES: soliciting gifts; developing RESPONSIBILITIES: Inventory, arrange, Librarian I. RESPONSIBILITIES: Provide strategies for the arrangement and description describe, and preserve departmental archives. technical services, reference services and of collections and the writing of inventories Including expedition materials, field journals collection management services for the Video and guides; providing high-quality service to and notes, curatorial papers, drawings, Archive. QUALIFICATIONS: MLS degree from patrons; developing automated processes for photographs, and departmental correspondence. an ALA-accredited library school or Masters bibliographical and administrative activities; Provide telephone, mail, and on-site reference degree in modern European history. Judaica or supervising two FTE plus student help; and service for archives; manage accession and other related discipline or equivalent reporting to the Associate Director for Special other records; coordinate incoming/outgoing background; knowledge of Holocaust studies; Collections. Twelve-month tenure-track faculty national and international loans; work with evidence of interest and/or experience in position. REQUIREMENTS: Advanced degree in development of collections data base; working with oral history, video-taped American history and a minimum of five years of supervise volunteers and occasional student materials, or Holocaust survivors; one-year curatorial experience; archival management interns; interact with collections manager, cataloging, indexing or archival experience training or MLS with an archival concentration researchers, curators, and other museum preferred; working knowledge of Yiddish or from an ALA-accredited school. Experience with professionals. QUALIFICATIONS: Advanced German; knowledge of word processing, automation, supervision and gift solicitation degree in archives, records management, or especially WordPerfect; experience with preferred. Salary commensurate with qualifi­ museum studies with two- to three-years RLIN/AMC and the US MARC Archives and cations and experience, from $31,000 to experience required, background in Manuscript Control format. Salary and rank $38,000. Faculty benefits include TIAA/CREF, anthropology preferred. Working knowledge of dependent upon qualifications and experience, liberal vacation, and sick leave. Apply by museum registration procedures, strong from a minimum of $26,250. Applications June 30, 1989, to Joan McConkey, Assistant interpersonal and communication skills, with received by June 20, 1989, will be given first Director for Administration, University demonstrated organizational abilities, consideration; applications will be accepted Libraries, University of Colorado, Boulder, supervisory experience, and familiarity with until the position is filled. Please send Colorado, 80309-0184. Applications should computers. Send resume with cover letter to: letter of application, resume, and the names include a statement of qualifications for the Marilyn Nelson, Personnel, Field Museum of of three references to Diane Y. Turner, Acting post, a current resume, and the names, titles, Natural History, Roosevelt Road at Lake Shore Head, Library Personnel Services, Box 1603A addresses, and telephone numbers of three Drive, Chicago, IL 60605. Yale Station, New Haven, CT 06520. references.

Library Standards for Archival Automation Notes Description SAA WORKSHOPS Fee: $225 Enrollment limited to 25 Continued from page 16 Understanding the MARC Format for Instructors: Avra Michelson, Archival and Manuscripts Control Richard Smiraglia, Edward Swanson: changed work. In archival de­ Fee: $225 This two-day workshop introduces scription, if we define "work" Enrollment limited to 25 archivists to the use of Anglo- as the result of the activity of Instructors (two of the American Cataloging Rules, ' creation or accumulation reflected following): Kathleen Roe, Michael 2nd ed. (AACR 2), for personal, Fox, Lofton Wilson. in a collection or series, when do corporate, and geographic names; The remaining 1989 workshop we encounter multiple versions of and Library of Congress Subject a work? The most obvious is the locations are: Headings (LCSH) for subject microform reproduction, if the access. The development of this original collection still exists. Boston, Massachusetts: May 25-26; workshop is funded by a grant from If a series is weeded, or enlarged sponsored by Fenway Libraries the National Endowment for the with a subsequent year’s accre­ Online, to be held at the Boston Humanities. tion, is the result a different Museum of Fine Arts. Open regis­ The remaining 1989 workshop version of the series? tration; contact Nancy Allen, locations are: We care about multiple ver­ 617/267-9300, ext. 386. sions because catalogers are Springfield, Massachusetts: August San Jose, California: August searching for appropriate ways to 3-4; cosponsored by the New Eng­ 14-15; link records for different ver­ land Archivists. Registration hosted by the San Jose State sions of the same work. If you through SAA. University Division of Library have thoughts about this issue, Annapolis, Maryland: September 18- Science. Registration through SAA. please contact me: Marion Matters, 19; hosted by the Maryland State St. Louis: Annual meeting pre­ 1936 Sargent Avenue, St. Paul, MN Archives. Registration through conference workshop. Registra 55105, (612)698-6949. SAA. tion through SAA.

SAA Newsletter May 1989 17 Professional Opportunities • Professional Opportunities • Professional

ARCHIVIST DIRECTOR PROJECT ARCHIVIST Chicago Symphony Orchestra Central Michigan University Specialist II or Specialist I QUALIFICATIONS: Masters in Library Science Clarke Historical Library on a training basis (MLS); an advanced degree or certificate in Library concentrating in the history of The New York Public Library Archival Management; three-years work Michigan and the Old Northwest Territory; also Temporary through November 1991 experience in an archives; detailed knowledge includes a sizable historical collection of RESPONSIBILITIES: Under the direction of of Chicago history; general knowledge and children’s literature. RESPONSIBILITIES: the Assistant Chief Librarian for Rare Books, appreciation of the symphonic repertoire; administration, development, and promotion of Manuscripts, and Archives, will serve as proj­ general knowledge and appreciation of library collections and services. The ect archivist for the Black Religion Collection computers and their applications; and a basic position is advised by a Board of Governors Development Project. Will include working reading ability in French and German. and reports to the Dean of Libraries. with a national advisory committee to identify Interested applicants should send resume to: QUALIFICATIONS: ALA accredited MLS; target churches and church-related institutions, Ellen Romberg, Orchestra Hall, 220 S. Michigan PhD in American history or American studies and developing and conducting surveys on-site Avenue, Chicago, IL 60604. or equivalent scholarly record; library at targeted institutions throughout the country. experience; relevant scholarly publications; QUALIFICATIONS: Master’s degree in library knowledge of bibliographic resources, science, the social sciences, or humanities preservation, and historical materials required; additional graduate degree or formal including rare books and manuscripts; training in the archives field preferred. Two- communication skills, public service years of appropriate professional experience orientation, and administrative/supervisory required for appointment at the Specialist II experience. Prefer experience and/or training level. Substantial knowledge of Black religious Two positions: in public history; experience in grant writing history in the United States required. and promotional activities; familiarity with SALARY: in the mid-20s. For consideration, Louisiana Slate University library automation; and knowledge of please send resume to: Francine Feuerman, UNIVERSITY ARCHIVIST publishing. Position is a twelve-month Human .Resources Department, The New York RESPONSIBILITIES: Head newly-formed Uni­ appointment. Salary is commensurate with Public Library, 8 West 40th Street, New York, versity Archives unit in two-year grant-funded qualifications (range about $31,950 to $52,550 NY 10018. Closing date for applications: project; report to the head of the Louisiana and for 1989-90). Applications and nominations 7 June 1989. Lower Mississippi Valley Collections, under whose will be accepted until the position is filled. direction and coordination the Archivist has Review of candidates' files will begin June 5, specific responsibilty for: surveying records of 1989. Submit letter of application citing the university; constructing appropriate record position; resume; names, addresses, and group and series structure for university records; telephone numbers of at least three references ARCHIVIST/RECORDS SUPERVISOR devising retention and disposition schedules in to Chairperson, Selection Committee. 207 Park Archdiocese o f Philadelphia cooperation with the State Division Archives, Library, Central Michigan University, Mt. RESPONSIBILITIES: Organization, planning, Records Management, and History; preparing a Pleasant, MI 48859. development, and implementation of on-going records management manual for the campus. archival and records management activities; QUALIFICATIONS: Require Masters degree in development and implementation of records librarianship, history, or related discipline, policies and retention schedules; acquisition, with graduate course work in archives and/or UNIVERSITY ARCHIVIST appraisal, processing, and preservation of records management. Prefer MLS from ALA- James Madison University archival materials having historical, accredited program with a specialization in RESPONSIBILITIES: Develop a university informational, legal or evidential value as archives and records management; supervisory archives and records management program, documentation of the historical growth and experience; three or more years experience in including records surveys; establish development of the Roman Catholic Church in archives or records management; experience with operational policies and procedures; supervise Philadelphia, the mid-Atlantic region and MARC AMC records; and active professional records management; write grant proposals elsewhere; management the newly-formed involvement. Salary: $23,000. Apply to: seeking assistance, plans for space, budget, Philadelphia Catholic Archives and Research Robert S. Martin, LSU Libraries. Louisiana State and microfilming needs; work with State Center (located at St. Charles Borromeo University, Baton Rouge, LA 70803-3300. Archives, University administrators, and other Seminary in Overbrook, PA) and supervision of Preference given to applications received prior to Library faculty to coordinate aspects of the other staff to be selected by the successful June I. 1989. program. May teach on occasion in the History candidate; budget planning, grant writing, Department. Twelve-month tenure-track conservation and preservation programs, CURATOR, POLITICAL MANUSCRIPTS faculty position. QUALIFICATIONS: reference services, exhibit planning, and RESPONSIBILITIES: Report to the head of the ALA-accredited MLS degree; and/or MA in records storage and disposal. Reports to the Louisiana and Lower Mississippi Valley Collections history or related field. Courses or other Chancellor of the Archdiocese. (LLMVC); participate in overall administration of formal archival training preferred. QUALIFICATIONS: Masters degree in history, the LLMVC; plan and implement procedures to Substantive archival experience, preferably in library science or related field; significant arrange, describe, and develop finding aids and an academic setting. Demonstrated knowledge archival experience, preferably in a religious MARC AMC records for the Russell B. Long Papers of archival principles and practices, archives with a demonstrated history of and other political manuscripts; supervise staff, particularly records surveys and archival successful performance; broad knowledge of publicity, and reference duties for political arrangement and description. Experience with church history, including American Catholic manuscripts collections; LLMVC reference desk a records management program preferred, as is history of the mid-Atlantic region; training duties. QUALIFICATIONS: Require Masters familiarity with microcomputers and library and/or experience in records management and degree in librarianship, history, or other bibliographic networks. University pays for computer applications for archives; evidence relevant field. Prefer MLS ALA-accredited program TIAA/CREF of State Retirement; BC/BS of ability in research, publications, and with coursework in archives and manuscripts; Insurance; paid group life insurance; salary professional service. Full time, permanent experience in processing 20th-century political $27,000-1- depending on experience. Send vita position. Starting salary range: $30-36,000. manuscript collections; supervisory experience; and three letters of reference to Dennis E. Application deadline: May 31, 1989; position active professional involvement. Salary: Robison, University Librarian. Carrier available July I, 1989. Submit letter of commensurate with experience and qualifications, Library, James Madison University, application, resume and names of three $21,000 minimum. Apply to Sharon A. Hogan, Harrisonburg, VA 22807. The position is references to: Archives Search Committee, d o Director of Libraries, Louisiana State Libraries, available July 1. 1989, but will remain open Lorena A. Boylan, Director of Libraries. St. Baton, Rouge, LA 70803-3300. Preference given to until filled. Reviews of applications will Charles Seminary, Overbrook. Philadelphia, PA applications received prior to June I, 1989. begin June 15, 1989. 19151.

18 May 1989 SAÂ Newsletter Opportunities • Professional Opportunities • Professional Opportunities

MANUSCRIPTS PROCESSOR ASSISTANT DIRECTOR FOR ASSISTANT ARCHIVIST The Catholic University o f America SPECIAL COLLECTIONS LaCuardia Community College RESPONSIBILITIES: To process large and University o f Vermont Fiorello H. LaCuardia Archives complex collection of organizational records. liaiiv/Howc Library RESPONSIBILITIES: Serve as assistant to QUALIFICATIONS: Graduate level education RESPONSIBILITIES: Administration of the the director in a new and growing repository and experience in processing manuscripts. Special Collections Department (which includes focusing on the social and political history of SALARY: $20,000. Send resume to: the Wilbur Collection of Vermontiana, rare New York in the 20th century; assist in Edward Belanger, The Catholic University books, literary, historical, and political processing manuscript collections; record new of America, 308 Mullen Library, Washington, manuscripts, and University Archives): accessions; perform basic conservation on DC 20064. participate in management decisions relating incoming collections; correspond with donors, to the University Libraries; supervise two researchers, and community constituents; aid in librarians, 2.5 support staff, and two to developing grant proposals, exhibits, and three FTE wages personnel (student public outreach. QUALIFICATIONS: Degree RECORDS MANAGEMENT OFFICER assistants); direct activities relating to in history and/or archival or library methods, GS-343-9/12 (Excepted Service) collection management and access, collection good organization and writing skills are The Architect o f the Capitol development, fundraising, grant writing, etc. required; archival experience preferred. RESPONSIBILITIES: Collecting, preserving, QUALIFICATIONS: Broad academic back­ Salary: $18,000 to $20,000, commensurate with providing accessibility, microfilming, ground; MLS from an ALA-acredited library qualifications and experience. Excellent fringe computer indexing, and storing the records of school; demonstrated skills in organizational benefits. Send letter and resume by May 31, the Architect of the Capitol in all formats, leadership, supervision, and interpersonal 1989, to: Dr. Richard K. Lieberman, Director, including paper, microfilm, architectural relations; evidence of scholarly research and Fiorello H. LaGuardia Archives, LaGuardia drawings, photographs, and slides. The publication; minimum of eight years of Community College/CUNY, 31-10 Thompson position will be Filled at either a GS-9 or progressively responsible experience in Avenue, Long Island City, NY 11101. GS-II level depending on experience. The libraries—five of which are in special selective placement factor is experience in collections that include rare books, records management work. Other factors to be manuscripts, or archives. Prefer second The following rate schedule entitles considered are knowledge of archival graduate degree in a subject area; reading an employer to post one job in the principles and practices, computer knowledge of at least one classical language, SAA Newsletter and in the Employ­ capabilities, and correspondence procedures. and facility in two modern European languages Applicants must submit either SF 171 or a (German, French. Italian, Spanish); experience ment Bulletin: resume, and a Supplemental Statement with library automation in special under 125 words...... $25 addressing their possession of the knowledge collections. Faculty status (non-tenure 125-199 w ords...... $50 identified above to: Personnel Division, track); twelve-month appointment with 22 Architect of the Capitol, H2-29IB, Washington, vacation days; BC/BS; retirement (TIAA/CREFF 200-299 words...... $75 D.C. 20SI5. For information, call among options); sabbatical leave. Rank: 300 + words...... $100 Dr. Wolanin at (202) 225-2700 or 1222. Library Associate Professor or Library (Numbers, abbreviations, etc. each Position open until filled. Professor. Salary: $38,000 minimum depending on qualifications and experience. Deadline: 5 count as one word.) Institutional May 15. 1989. Call (802)656-2020 or send members may subtract $25 from the ASSISTANT LIBRARIAN letter of application, resume, and names, above rates. Job ads will not be addresses and phone numbers of three Oklahoma Stale University references to Nancy Eaton, Director of posted unless accompanied by a University Archives Faculty rank and tenure track; report to head Libraries and Media Services, 113 Baily/Howe check or purchase order for the Library, University of Vermont, Burlington, of Special Collections and University applicable amount. We will edit Vermont 05405. Archives. RESPONSIBILITIES: acquire, ads that do not conform to the style organize, preserve, and provide access points for university records the photograph illustrated by the job postings in collection, and publications that should be CHIEF, MANUSCRIPTS ACQUISITIONS this issue. retained permanently; coordinate preservation Minnesota Historical Society The SAA Newsletter is published of non-print material and external use of RESPONSIBILITIES: Organizing and imple­ departmental resources; provide reference menting the acquisition of manuscripts for in January, March, May, July, service; participate in shared departmental the MHS collections and for various outreach September, and November.. activities, which include processing programs: liaison with other repositories. The SAA Employment Bulletin -- is collections, developing/maintaining indexes Work with other curators in the Acquisitions available to individual members at and authority file, preparing exhibits, and Curatorial Department, and with the MN supervising and training staff, providing user State Historical Records Advisory Board. a cost of $12 per year only at the education, and ensuring the security of the Position supervises one professional and has time of renewal of your member­ resources. QUALIFICATIONS: MLS from clerical assistance. QUALIFICATIONS: ALA-accredited graduate program; Graduate degree in library science, history, ship. Individual subscriptions training or experience in preservation, or related field preferred. Must have excel­ may be purchased at a rate of $3 reference work, and cataloging using US-MARC/ lent human-relations skills to deal with per issue. The Employment Bulletin is two years of professional experience working donors, researchers, staff of other insti­ published in February, April, June, with archives, records management or special tutions, and the public. Extensive experi­ collections in an academic institution and ence in appraisal and acquisitions required; August, October, and December. advanced study with emphasis on the historical some public speaking and automated systems Deadlines for all issues is the 5th development of the western United States are experience preferred. Knowledge of basic of the month preceding publication. preferred. Good fringe benefits. Salary: processing, storage, and conservation $22,500 minimum, for twelve months. necessary to deal with donors and public. For information about SAA’s Applications will continue to be considered SALARY: $30.000 - $39,000 depending on Employment Bulletin, contact until position is filled. Send letter, experience and qualifications, Send cover Joyce Gianatasio at the SAA office. resume, and names of three references to: letter and resume by 7 June 1989 to: Dr. Edward R. Johnson, University Librarian, James E. Fogerty, Minnesota Historical It is assumed that all employers Oklahoma State University, Stillwater, OK Society, 690 Cedar Street, St. Paul, comply with Equal-Opportunity/ MN 55101. 74078-0375. Affirmative-Action regulations.______

SAA Newsletter May 1989 19 Proposals Sought for New SAA Manual

SAA’s Editorial Board invites proposals for a new manual, established: tentatively entitled "Starting an Archives." Proposals, postmarked by June 13, should be sent to Susan Grigg, • planning prior to establishing the archives Sophia Smith Collection and College Archives, Smith • policies and procedures College, Northampton, Massachusetts 01063. • priorities in accord with institutional mission This manual will help the Society to address one of • personnel (especially a professional archivist) the most frequent questions received by archivists, and • preservation, including physical accommodations by SAA staff members: "How do we go about starting • promotion, both within and without up an archives?" • "pennies"—adequate funding, and administrative In fact, the manual might well begin by encouraging support, for all of the above those considering establishing an archives to ask them­ selves whether this is the appropriate step, or whether they should contribute their records to an existing The manual might also provide information about archival repository willing to accept them. After all, where (professional organizations, archival literature, an archival program is a continuing responsibility with consultants, vendors, etc.) the new archives can look ongoing personnel and facility commitments that require for help, and what should be done (in acquiring, substantial financial support. Establishing an archival housing, and giving access to collections) before pro­ program is only one way to secure the permanent care of fessional assistance is obtained. It might help those important documentary materials, and in some cases an considering establishing a new archives to understand outside archival repository can furnish better care and the entire archival process, from the creation of records access to those materials. This section thus might give through their management and ultimate disposition, as some advice about where to look for a receptive archives, well as the stages that archival materials go through what conditions to expect, and the advantages and disad­ once they they have been identified (appraisal, acqui­ vantages of cooperating with an existing archival sition, processing, description, etc.). In general, the program. manual might help readers to determine the type and In some cases, though, there is good reason to go extent of archival program that is best suited for their ahead with the establishment of an archival program, and particular circumstances. this manual can also address how to proceed—and proceed All of this is just guidance for the directions that correctly, so that the new program has the best chance to such a manual would take, and what a proposal might succeed. include. If you are interested in exploring this topic, The manual might then speak to a series of "Ps" that or in preparing a proposal, you are welcome to talk have to be resolved before an archival program is with Susan Grigg or Donn Neal.

NON-PROFIT ORG. U.S. POSTAGE PAID 8 8 Newsletter CHICAGO, IL. PERMIT NO. 885 The Society of American Archivists 600 S. Federal, Suite 504 Chicago, Illinois 60605 Donn C. Neal, Executive Director (312) 922-0140

May 1989 TIME VALUE MAIL