Generating interest in archives: an Archives workshop

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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

    1. 1. <ul><li>Lecture delivered at PAARL’s Seminar on LIBRARY & WEB SERVICES 2011 PARALLEL SESSION-WORKSHOP, Holy Angel University-Angeles City, 20 August 2010 </li></ul>Generating interest in Archives: an Archives Workshop by Fe Angela Verzosa
    2. 2. What to expect <ul><li>Ideas on planning, development, and implementation of public relations program to generate interest in archives </li></ul><ul><li>practical tips on archival marketing and promotion thru </li></ul><ul><li>- exhibits and displays </li></ul><ul><li>- development of related programs/activities </li></ul><ul><li>- working with the media for publicity </li></ul><ul><li>- networking in reaching a broader audience </li></ul><ul><li>- developing an online/digital component to the program </li></ul><ul><li>- other outreach and education programs </li></ul>
    3. 3. Historically, archives are considered as places where old documents, important papers, photos, and memorabilias have been kept safe from destruction .
    4. 5. US National Archives, Washington D.C.
    5. 6. Vatican archives UK Archives at Kew, London Archivo de Indias, Sevilla
    6. 7. De La Salle University Archives
    7. 8. 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…
    8. 9. What Archivists Do <ul><li>Identify/appraise </li></ul><ul><li>Acquire </li></ul><ul><li>Arrange and describe </li></ul><ul><li>Preserve </li></ul><ul><li>Make Available </li></ul>. . . . If there’s time, Promote, or reach out
    9. 10. “ Outreach” was not a known term for archives <ul><li>public education </li></ul><ul><li>public service </li></ul><ul><li>public awareness </li></ul><ul><li>extension services </li></ul><ul><li>public programs </li></ul>
    10. 11. Public programs <ul><li>exhibits </li></ul><ul><li>tours, open house, visits </li></ul><ul><li>brochures, flyers, leaflets, etc. </li></ul><ul><li>seminars or workshops </li></ul><ul><li>books, other major publications </li></ul><ul><li>any activity demonstrating the value and diversity of archival collections </li></ul>
    11. 12. Exhibits ( can range from one window display to a traveling exhibit) <ul><li>Audience </li></ul><ul><li>Location </li></ul><ul><li>Subject or Theme </li></ul><ul><li>Display dates </li></ul><ul><li>Preparation time </li></ul><ul><li>Environmental controls </li></ul><ul><li>Security </li></ul><ul><li>Design and layout </li></ul><ul><li>Display material, cases, and labels </li></ul><ul><li>Cost to the archives </li></ul><ul><li>Charges or fees to the audience </li></ul><ul><li>Consult with other archivists and examine the literature on preparing displays </li></ul>
    12. 13. Practical tips for exhibits <ul><li>Basic design concepts to consider: </li></ul><ul><li>Focus : create a theme, then focus on the theme </li></ul><ul><li>Balance : weigh elements in terms of size, position and interest. </li></ul><ul><li>Flow : create directional flow. </li></ul><ul><li>Unity : use consistent type, graphic motifs and color </li></ul><ul><li>Keep it simple. </li></ul><ul><li>Invest in display cases in which you can secure display items. </li></ul><ul><li>Involve your community. </li></ul><ul><li>Use additional props: live plants, folding bookshelf, flip chart, easel, etc. </li></ul>
    13. 14. Duke University Archives display
    14. 15. Exhibit displays
    15. 16. Smithsonian Institution display Purdue Univ Archives display Univ of Central Florida Libraries Marywood University Archives
    16. 17. Felipe Liao Numismatic Collection at the DLSU Archives
    17. 18. Selected archival materials on display at DLSU Archives
    18. 19. Daniel R. Tantoco Jr. Collection of Museum Artifacts at DLSU Archives
    19. 20. Memorabilia Display at De La Salle University Archives
    20. 21. Tours, Open house… <ul><li>Make sure the archives is clean and neat, with a distinct research area, organized finding aids, and displays. Post signs leading to the archives. </li></ul><ul><li>Act as your archives' ambassador whenever possible, and invite people to visit your archives </li></ul><ul><li>Be visible by visiting people in your community and encourage them to donate </li></ul><ul><li>Attend community or institutional events and festivities, and offer assistance in the organizing, publicizing, and so forth </li></ul>
    21. 22. Entrance to the De La Salle University Archives
    22. 25. De La Salle University Archives Reading Room
    23. 27. De La Salle University Archives Memorabilia
    24. 30. De La Salle University Archives Special Collections
    25. 31. A peak inside the mobile shelf
    26. 32. De La Salle University Archives Processing Area
    27. 33. De La Salle University Archives Theses and CDs on display
    28. 34. Brochures, pamphlets, guides <ul><li>Must be clear, well-organized, informative, and creative </li></ul><ul><li>Should explain the archives mission and acquisitions policy </li></ul><ul><li>Include the archivist's name, the archives' address, telephone number, location, hours, available services (photocopying, reproduction of photographs, etc), and any charges </li></ul><ul><li>Outline the rules and regulations of the archives, including the existence of restricted material, the availability of finding aids, registration procedures, and research rules </li></ul><ul><li>Add a statement on donations, what to donate, why, and what benefits are derived from donating </li></ul><ul><li>When designing a brochure, gather samples from other archives, to determine the best features to include in your own </li></ul><ul><li>Match the text of your brochure with appropriate photographs from your collection or with drawings or designs </li></ul><ul><li>Make the brochure as appealing and eye-catching as possible </li></ul>
    29. 36. Workshops, seminars, meetings… <ul><li>help bring people to your archives </li></ul><ul><li>increase community awareness and interest in archival work </li></ul><ul><li>broaden your base of support for the archives </li></ul><ul><li>HOW: </li></ul><ul><li>- invite researchers to hear a weekly/monthly talk on an aspect of research </li></ul><ul><li>- hold an archives workshop or seminar </li></ul><ul><li>- conduct mini-clinics on different aspects of archival management (more how-tos) </li></ul><ul><li>- give lectures-presentations sponsored by professional organizations </li></ul>
    30. 37. Inauguration/blessing of the Liao Numismatic Collection at the Archives in 1989 Lectures at seminars, mini-clinics and workshops
    31. 38. Books/Major publications <ul><li>may include local histories, popular biographies, editions of historical documents, newsletters, journals, and magazines </li></ul><ul><li>Subject of the publication </li></ul><ul><li>Purpose of the publication </li></ul><ul><li>Audience </li></ul><ul><li>Funding and expenses </li></ul><ul><li>Author and editor </li></ul><ul><li>Production schedule and deadlines </li></ul><ul><li>Available time </li></ul>
    32. 39. <ul><li>DLSU Diary </li></ul><ul><li>A Register and Guide to the Aurelio B. Calderon Collection </li></ul><ul><li>Andrew B. Gonzalez, FSC: a bibliography of his writings, 1960-1990 </li></ul><ul><li>As Others Saw Us: a chronicle of the works of the Brothers of the Christian Schools </li></ul><ul><li>Faculty Publications and Other Writings,  published in Dialogue </li></ul><ul><li>  </li></ul><ul><li>Dissertation Abstracts (In-house publication) </li></ul>Samples of DLSU Archives major publications
    33. 40. DLSU Diary
    34. 44. Create a website <ul><li>Describe the Archives </li></ul><ul><li>Open access to selected collections in the Archives via digitization </li></ul><ul><li>Provide finding aids, databases, indexes </li></ul><ul><li>Advertise activities </li></ul><ul><li>Provide answers to FAQs </li></ul><ul><li>Highlight useful links </li></ul>
    35. 46. Forms, tools, and aids Publications
    36. 49. Other Outreach activities <ul><li>Oral history/documentation programs </li></ul><ul><li>Photography, writing, or drawing contests </li></ul><ul><li>Film nights </li></ul><ul><li>Guest appearances by well-known speakers </li></ul><ul><li>Media activities </li></ul><ul><li>Press releases announcing new acquisitions or current activities </li></ul><ul><li>Social Networking Websites </li></ul>
    37. 50. Info-Profile Photos Events Notes YouTube videos
    38. 53. Post-Program Report <ul><li>The purpose of the program, its history and goals </li></ul><ul><li>Who worked on it and who was in charge </li></ul><ul><li>How much time was spent on the project, in what activities </li></ul><ul><li>How much the entire project cost, divided into material costs, labor, supplies, and other expenses </li></ul><ul><li>What revenues were generated by the project, if any </li></ul><ul><li>How the event was promoted and publicized, how often, and whether or not this seemed successful </li></ul><ul><li>What problems were encountered with preparation, security, conservation, finances, etc. </li></ul><ul><li>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 </li></ul><ul><li>The main successes and failures of the program, from feedback, event outcome, surveys, letters, responses, attendance, visits, etc. </li></ul>
    39. 54. CONCLUSION <ul><li>Better image for archives </li></ul><ul><li>Public programs reach everyone that matters </li></ul><ul><li>Outreach efforts make a difference </li></ul><ul><li>Value of archives assets increased </li></ul>
    40. 55. Thank you for listening! Questions? Contact famverzosa@yahoo.com

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