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AIMS Workshop pt .1: Collection Development
 

AIMS Workshop pt .1: Collection Development

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  • All of the collections processed during the course of the AIMS Project were hybrid-legacy collections Presumed inactive or ”dead”
  • And yet, as you will see in this slide, “dead” collections are not always inactiveRobert Creeley died in 2005 ; and at the time of the grant we had a small amount of b-d material to process (mostly emails onfloppies)Then in May we received a new accession containing a great deal more b-d material than previously!That said – this section is mostly about active collecting.
  • There are many challenges in acquiring b-d materials – I’ve listed few hereBut today, I will talk briefly on two areas :I will begin with prerequisites: developing policies or guidelines (geared toward ensuring that all stakeholders at the repository have an understanding of the issues before proceedingAnd end with an example of a team approach between curators & archivists
  • The two prerequisits, I will focus on right now - are Collection Development policies andDeeds of Gift (legal agreements) - two repositories are in the process of developing them; only one has a draft ready at this time
  • First CD policies: Stanford’s Science & Engineering Resources Group have a draft policy statement and guidelines.It opens with the following statement: As much as possible and depending on programmatic needs, digital materials are preferred.As much as possible and depending on programmatic needs, duplication among print and digital format should be avoided.
  • At Yale, the Beinecke drafted a new statement and guidelines for collecting born-digital materials. The opening statement stresses theincreased significance of b-d materialsFurther along there is another sentence that reads: “it is suggested that representatives of archival creators … should not manipulate, rearrange, extract, copy, etc. data from its original source in anticipation of offering the materials to BRBL for gift or purchase.”This can be a worry in both the analog and digital worlds but is often done in the latter from ignorance of the implications – the Creeley materials that arrived in 2011 were copied onto a new laptop from Creeley’s laptops and optical disks. We also rec’d Creeley’s laptops and the CDs but have not yet had time to test the impact these actions might have had on the original materials.
  • Second I will show you a partial example of a new draft of our D.O.G. As much as is possible, we are leaning toward consideration of b-d materials in their revised deeds of gift But are opting not to including a lot of detail.
  • For example at SULAIR, if there is b-d material in the collection, the description of the collection will contain some reference to the materials (usually appended to the DOG).Just to mentione a few excerpts:Added mention of a digital repository alongside the old paper repositoryAdded paragraph about ability to add metadata to b-d material during processing
  • The last thing I will show you before we break for the exercise is the AIMS survey.Based loosely on the Paradigm survey, it is a tool to be used during the CD process by the curation team (curator & archivist)
  • The first part might be filled in by the curator and/or donor during conversations
  • The second part is meant to be filled in by the archivist and re technical issues to facilitate acquisition and other steps.

AIMS Workshop pt .1: Collection Development AIMS Workshop pt .1: Collection Development Presentation Transcript

  • Collection Development
    Glynn Edwards
    Stanford University
    &
    Gretchen Gueguen
    University of Virginia
  • Robert Creeley(poet)
    File types (original accessions*) processed via FTK:
    • 50,000+ emails
    • 8 files were related to health records
    • 69 files contained SS#
    Media formats received in the May 2011 addenda:
    • 7 computers
    • 3 zip drives
    • 121 optical discs
    • 422 3.5-inch floppy diskettes
    • 1 Zip 250 USB Drive
    • 1 Olympus Camedia CF/SmartMedia Reader
    • 1 Olympus C-4000 Camedia Digital Camera & flash cards
    • 1 20-gigabyte iPod
    * The original accns of Robert Creeley papers total over 450 feet of paper material
  • Challenges of Collection Development
    Develop sound guidelines or policies re born-digital (pre-requisites)
    How to appraise and select born-digital materials (methods, tools)
    Understanding by library staff of implications of taking in born-digital materials (storage, capture, delivery, access, expertise, etc.)
    Greater coordination/collaboration between Curators and Archivists (team approach)
    Building trust between the donor & repository
  • Challenges
    Develop sound guidelines and policies re born-digital (pre-requisites)
    • Collection Development policies and guidelines
    • Legal Agreements – Deeds of Gift
    How to appraise and select born-digital materials
    Understanding by library staff of implications of taking in born-digital materials
    Greater coordination/collaboration between Curators and Archivists (team approach)
    Building trust between the donor & repository
  • Prerequisits
    Collection Development policies or guidelines
    • SULAIR, Science & Engineering Resources Group has a draft policy statement & guidelines*
    • Yale, Beinecke Rare Book and Manuscript Library guidelines
    Deeds of Gift (legal agreements)
    *SULAIR’s Area Studies, Humanities and Social Science Group
  • BRBL Collection Development Guidelines
  • Prerequisits
    Collection Development policies or guidelines
    • SULAIR, Science & Engineering Resources Group has a draft policy statement & guidelines*
    • Yale, Beinecke Rare Book and Manuscript Library guidelines
    • Other AIMS partners
    Deeds of Gift (legal agreements)
    *SULAIR’s Area Studies, Humanities and Social Science Group
  • SULAIR-SpecColl Deed of Gift
  • Challenges
    Develop sound guidelines and policies re born-digital (prerequisites)
    • Collection Development policies and guidelines
    • Legal Agreements – Deeds of Gift
    How to appraise and select born-digital materials (methods, tools)
    Understanding by library staff of implications of taking in born-digital materials (storage, capture, delivery, access)
    Greater coordination/collaboration between Curators and Archivists (team approach)
  • Donor Survey
    Digital Materials Donor/Creator Survey
    Part of Appraisal during Collection Development phase
  • AIMS - Collection Development
    Survey exercise
    Gretchen Gueguen