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Generating interest in archives: an Archives workshop

Generating interest in archives: an Archives workshop



lecture presented by Fe Angela M. Verzosa at PAARL's Seminar /Parallel Session-workshop on Library and Web 2011 held at Holy Angel University, Angeles City, Pampanga, on August 20, 2010

lecture presented by Fe Angela M. Verzosa at PAARL's Seminar /Parallel Session-workshop on Library and Web 2011 held at Holy Angel University, Angeles City, Pampanga, on August 20, 2010



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  • BACKOFFICE IMAGE DIES – be progressive and creative in thought, actions, solutions NOONE IS LEFT BEHIND – education campaign reaches all employees BUILD BRIDGES AND SOLUTIONS WILL HAPPEN: encourage and help develop partnering efforts DECISION MAKING IMPROVES - more extensive education opportunities to administrators and liaisons ASSETS PROTECTED: save moneys and the archival collection expands thus preserving our past

Generating interest in archives: an Archives workshop Generating interest in archives: an Archives workshop Presentation Transcript

    • Lecture delivered at PAARL’s Seminar on LIBRARY & WEB SERVICES 2011 PARALLEL SESSION-WORKSHOP, Holy Angel University-Angeles City, 20 August 2010
    Generating interest in Archives: an Archives Workshop by Fe Angela Verzosa
  • What to expect
    • Ideas on planning, development, and implementation of public relations program to generate interest in archives
    • practical tips on archival marketing and promotion thru
    • - exhibits and displays
    • - development of related programs/activities
    • - working with the media for publicity
    • - networking in reaching a broader audience
    • - developing an online/digital component to the program
    • - other outreach and education programs
  • Historically, archives are considered as places where old documents, important papers, photos, and memorabilias have been kept safe from destruction .
  • US National Archives, Washington D.C.
  • Vatican archives UK Archives at Kew, London Archivo de Indias, Sevilla
  • De La Salle University Archives
  • Archives are not the first thing that comes to mind when there is a need to look for something, and that is the inherent problem of operating such an institution. Thus, the need to generate interest…
  • What Archivists Do
    • Identify/appraise
    • Acquire
    • Arrange and describe
    • Preserve
    • Make Available
    . . . . If there’s time, Promote, or reach out
  • “ Outreach” was not a known term for archives
    • public education
    • public service
    • public awareness
    • extension services
    • public programs
  • Public programs
    • exhibits
    • tours, open house, visits
    • brochures, flyers, leaflets, etc.
    • seminars or workshops
    • books, other major publications
    • any activity demonstrating the value and diversity of archival collections
  • Exhibits ( can range from one window display to a traveling exhibit)
    • Audience
    • Location
    • Subject or Theme
    • Display dates
    • Preparation time
    • Environmental controls
    • Security
    • Design and layout
    • Display material, cases, and labels
    • Cost to the archives
    • Charges or fees to the audience
    • Consult with other archivists and examine the literature on preparing displays
  • Practical tips for exhibits
    • Basic design concepts to consider:
    • Focus : create a theme, then focus on the theme
    • Balance : weigh elements in terms of size, position and interest.
    • Flow : create directional flow.
    • Unity : use consistent type, graphic motifs and color
    • Keep it simple.
    • Invest in display cases in which you can secure display items.
    • Involve your community.
    • Use additional props: live plants, folding bookshelf, flip chart, easel, etc.
  • Duke University Archives display
  • Exhibit displays
  • Smithsonian Institution display Purdue Univ Archives display Univ of Central Florida Libraries Marywood University Archives
  • Felipe Liao Numismatic Collection at the DLSU Archives
  • Selected archival materials on display at DLSU Archives
  • Daniel R. Tantoco Jr. Collection of Museum Artifacts at DLSU Archives
  • Memorabilia Display at De La Salle University Archives
  • Tours, Open house…
    • Make sure the archives is clean and neat, with a distinct research area, organized finding aids, and displays. Post signs leading to the archives.
    • Act as your archives' ambassador whenever possible, and invite people to visit your archives
    • Be visible by visiting people in your community and encourage them to donate
    • Attend community or institutional events and festivities, and offer assistance in the organizing, publicizing, and so forth
  • Entrance to the De La Salle University Archives
  • De La Salle University Archives Reading Room
  • De La Salle University Archives Memorabilia
  • De La Salle University Archives Special Collections
  • A peak inside the mobile shelf
  • De La Salle University Archives Processing Area
  • De La Salle University Archives Theses and CDs on display
  • Brochures, pamphlets, guides
    • Must be clear, well-organized, informative, and creative
    • Should explain the archives mission and acquisitions policy
    • Include the archivist's name, the archives' address, telephone number, location, hours, available services (photocopying, reproduction of photographs, etc), and any charges
    • Outline the rules and regulations of the archives, including the existence of restricted material, the availability of finding aids, registration procedures, and research rules
    • Add a statement on donations, what to donate, why, and what benefits are derived from donating
    • When designing a brochure, gather samples from other archives, to determine the best features to include in your own
    • Match the text of your brochure with appropriate photographs from your collection or with drawings or designs
    • Make the brochure as appealing and eye-catching as possible
  • Workshops, seminars, meetings…
    • help bring people to your archives
    • increase community awareness and interest in archival work
    • broaden your base of support for the archives
    • HOW:
    • - invite researchers to hear a weekly/monthly talk on an aspect of research
    • - hold an archives workshop or seminar
    • - conduct mini-clinics on different aspects of archival management (more how-tos)
    • - give lectures-presentations sponsored by professional organizations
  • Inauguration/blessing of the Liao Numismatic Collection at the Archives in 1989 Lectures at seminars, mini-clinics and workshops
  • Books/Major publications
    • may include local histories, popular biographies, editions of historical documents, newsletters, journals, and magazines
    • Subject of the publication
    • Purpose of the publication
    • Audience
    • Funding and expenses
    • Author and editor
    • Production schedule and deadlines
    • Available time
    • DLSU Diary
    • A Register and Guide to the Aurelio B. Calderon Collection
    • Andrew B. Gonzalez, FSC: a bibliography of his writings, 1960-1990
    • As Others Saw Us: a chronicle of the works of the Brothers of the Christian Schools
    • Faculty Publications and Other Writings,  published in Dialogue
    • Dissertation Abstracts (In-house publication)
    Samples of DLSU Archives major publications
  • DLSU Diary
  • Create a website
    • Describe the Archives
    • Open access to selected collections in the Archives via digitization
    • Provide finding aids, databases, indexes
    • Advertise activities
    • Provide answers to FAQs
    • Highlight useful links
  • Forms, tools, and aids Publications
  • Other Outreach activities
    • Oral history/documentation programs
    • Photography, writing, or drawing contests
    • Film nights
    • Guest appearances by well-known speakers
    • Media activities
    • Press releases announcing new acquisitions or current activities
    • Social Networking Websites
  • Info-Profile Photos Events Notes YouTube videos
  • Post-Program Report
    • The purpose of the program, its history and goals
    • Who worked on it and who was in charge
    • How much time was spent on the project, in what activities
    • How much the entire project cost, divided into material costs, labor, supplies, and other expenses
    • What revenues were generated by the project, if any
    • How the event was promoted and publicized, how often, and whether or not this seemed successful
    • What problems were encountered with preparation, security, conservation, finances, etc.
    • The nature and contents of the program: how many items were in the exhibit, who participated in the seminar, or who wrote the newspaper article
    • The main successes and failures of the program, from feedback, event outcome, surveys, letters, responses, attendance, visits, etc.
    • Better image for archives
    • Public programs reach everyone that matters
    • Outreach efforts make a difference
    • Value of archives assets increased
  • Thank you for listening! Questions? Contact famverzosa@yahoo.com