Memory of the World Register - Nomination Form Trinidad and Tobago - The Eric Williams Collection Abstract The Eric Williams Heritage is of worldwide significance since it documents the life and times of Dr. Eric Williams, Prime Minister of Trinidad and Tobago international statesman and esteemed scholar, during the period 1956-1981. The material depicts various aspects of Dr. Williams’ life and his contribution to Trinidad and Tobago, the Caribbean region and the world. His scholarship comprises a number of significant writings. His seminal work, Capitalism and Slavery, has made an indelible contribution to the historiography of slavery and has defined the study of Caribbean history. Identity and Location Name of the Documentary Heritage: Part A: The Eric Williams Collection Part B: National Archives Country: Trinidad and Tobago State, Province or Region: West Indies Address: A: The Main Library, The University of the West Indies, St. Augustine, Trinidad, Republic of Trinidad and Tobago B: The National Archives, St. Vincent Street, Port of Spain, Trinidad, Republic of Trinidad and Tobago. Legal Information Owner: Erica Williams-Connell - Daughter of Dr. Eric Williams (Part A) P.O. Box 56-1631, Miami, Florida 33256-1631. (Part B) Government of Trinidad and Tobago Custodian: Campus Librarian (Part A) The Main Library, The University of the West Indies, St. Augustine, Trinidad (Part B) National Archives of Trinidad and Tobago, St. Vincent Street, Port of Spain, Trinidad. Legal Status: Category of ownership: Part A is privately owned and on deposit at The Main Library of The University of the West Indies Part B forms part of the Public Records of Trinidad and Tobago Details of legal and administrative provisions for the preservation of the documentary heritage: Part A is governed by a Legal Agreement dated 22 March 1998. This defines the relationship between the two parties as well as the administration of the Collection and will be in effect for at least another twenty-five years. The Agreement gives the University full authority to develop and make the Collection available for research within the University’s normal policy and at its own cost. The organization of the material includes sorting, inventorying, cataloguing, indexing and microfilming to verifiable ANSI-ISO standards. The Agreement binds the University to ensure that The Eric Williams Memorial Collection is held permanently together and securely stored. The Agreement requires the University to organize and describe The Eric Williams Memorial Collection in inventory, guides and catalogues that are published, advertised and made available to the scholarly world in ways that encourage the use of The Eric Williams Memorial Collection. Part B forms part of the Public Records of the National Archives Holdings. The records relate particularly to Dr. Williams’ official, national and international functions as Premier and Prime Minister of Trinidad and Tobago. Accessibility: The Collection at U.W.I. was opened on 22 March 1998 and is available for research by the University’s academic and research staff, postgraduate students and other bona fide researchers - local, regional and international. There is a Reading Room which has been designated for the purpose. There is also a Museum of thematic exhibits which would be open to the public at specified times. The Dr. Eric Williams Holdings, not unlike other categories of records held by the National Archives, are "open" for use by bona fide researchers, generally. Controls to access may be instituted only where physical conditions of the documents or "rights" issues may apply. In the latter case, written permission from the pertinent Government Ministry would normally be required. Copyright status: The Copyright of all works, published and unpublished, rests with the owner of the Eric Williams Memorial Collection. Under the Agreement, the owner has the right to identify parts that should not be copied for use by anyone and items that should remain closed to research for a specific period. At the National Archives, normal legal requirements would apply for printed materials. Other materials belong to the State. Responsible administration: PART A is located within the Main Library’s West Indiana and Special Collections Division. PART B is housed as part of the general National Archives Holdings and is administered in that context, and comes under the direct control of the Government Archivist. Identification Description: The inventory of the Eric Williams Collection is divided into three main categories: Printed Materials Personal Papers Museum Exhibit PART B of the Eric Williams Collection located at the National Archives spans the period of his official life as Premier and Prime Minister of Trinidad and Tobago and includes national and international activities. A definitive inventory is not yet available, though the records are accessible to bona fide researchers. The Holdings comprise: (a) 1200 black and white photographs listed so far and are being added to as encountered. (b) 450 audiotapes and (12) videotapes have been listed and described. (c) Numerous speeches/lectures, some in printed form and a list is currently being prepared. (d) Subject Files represent approximately two-thirds of the holdings. (e) Minutes of Commonwealth meetings etc. Bibliographic details: Part A: The printed materials have been catalogued and a database created. A full two-volume guide to the Eric Williams Memorial Collection will soon be published. One volume lists printed materials which have been catalogued. Thesecond volume, which deals with the personal papers, has a detailed index for scholarly use, as well as abstracts which will provide interesting reading for the average person. Supplementals are anticipated for any additional material will be prepared. A guide to PART B is in preparation and includes all major categories of records. Visual documentation: The museum exhibit and numerous photographs provide the visual aspect to the Collection. History: Dr. Williams’ extensive library of printed materials, personal papers and other memorabilia were bequeathed to his daughter on his death. These form the original core collection. Other material owned by Mrs. Williams-Connell and/or other persons is being added. There has been a long-standing relationship between the owner and The University of the West Indies dating back to the mid- eighties. The Collection was deposited in 1989 and officially opened in 1998. Photographs and tapes housed at the National Archives were part of the collection of the Ministry of Information, while the subject files and other documents are from the office of the Premier and Prime Minister and were transferred in the usual manner from White Hall, the original office of the Prime Minister. Management Plan The West Indiana and Special Collections Division of The University of the West Indies is a research collection with access to bona fide scholars and researchers. The Eric Williams Memorial Collection is one of the special collections within the Division and therefore, together with any additional material, will be managed according to the general management and preservation plans for the Division. The museum exhibit, to which all categories of persons can relate, is opened periodically for public viewing. The Collection is housed in a separate room with stable environmental controls. It is air-conditioned with a back-up wall air-conditioning unit, a Halon fire prevention system and a dehumidifier. A large-scale preservation programme entailing microfilming and digitizing of the material is under preparation in collaboration with the University of Florida. This will achieve the dual purpose of preservation and improving access. The special reading room where the material will be consulted is equipped with a security camera system. The entire space will be controlled by motion and fire detectors linked to a central security system. Part B housed at the National Archives, is quite unique in that documents relate to the only Premier and first Prime Minister of the country to be accorded that status. 90% of a new vault has been constructed, with appropriate conditions of temperature and humidity, where unique collections including the Dr. Eric Williams Collection, are to be transferred. A photo duplication project is being undertaken to ensure ready access without jeopardizing the original materials. Working copies are already available for audiovisual materials. Use of documentary and other materials is effected through the regular Searchroom activities of the institution. There is a well equipped conservation laboratory with trained staff to oversee the preservation aspects of both paper and audiovisual materials held by the institution. A continuous system of declassification of materials to broaden access is being worked out and should be implemented shortly. Preservation Plan: At present, the preservation programme at the Main Library of The University of the West Indies consists of the careful handling of all original documents. As part of the normal preservation policy, all special collections are regularly examined for items which are fragile, damaged or too brittle to be handled which if possible are microfilmed, as will all the personal papers from The Eric Williams Memorial Collection and only copies will be made available for use by the public. A large-scale preservation programme entailing microfilming and digitizing of the material is under preparation in collaboration with the University of Florida.