The role of an Archives | Archivist in general The role of a Liberal Arts College and how an archives’ supports that role Identify stakeholders for a liberal arts college archives, and how the archives provides services to those individuals with specific Linfield College examples Based on those roles and responsibilities, I will cover how to implement an archives into a liberal arts college format Finally, I will provide a list of traditional functions an archives performs once it has completed implementation, and provide creative examples Linfield College Archives may persue.
Definition of Archives: Archives are the non-current records of individuals, groups, institutions, and governments that contain information of enduring value. Formats represented in the modern archival repository include photographs, films, video and sound recordings, tapes, electronic, and video, in addition to the more traditional unpublished letters, diaries, and other manuscripts. Archival records are the products of everyday activity. Researchers use them both for their administrative value and for purposes other than those for which they were created. Definition of Archivists: The primary task of the archivist is to establish and maintain physical and intellectual control over records of enduring value. Archivists select records, a process that requires: an understanding of the historical context in which the records were created, the uses for which they were intended, and their relationships to other sources. The archivist then arranges and describes the records, in accordance with accepted standards and practices; ensures the long-term preservation of collections; assists researchers; and plans and directs exhibitions, publications, and other outreach programs to broaden the use of collections and to enlist support for archival programs. For colleges, this means that archives identify, acquire, and maintain records of enduring value that chronicle the development of the college and ensure its continued existence. The archives document the process of institutional evolution by retaining both the evidence which shapes decisions and the decisions themselves. However, an archives is more than just collecting and maintaining – the archives help to provide connections and support of college history and education; while at the same time generating interest in the college and region.
Let’s talk about the role of an archives at a liberal arts college… A Liberal Arts College Committed to education of the whole person, both within and out of the classroom Quote President Hellie: &quot;I strongly believe that the liberal arts provide the best preparation for life and career, but I am impressed that Linfield also helps students find their calling through professional and practical opportunities.” An archives takes its mission from the mission of the college its serving, which is: to educate. The archives supports and performs this mission by providing: Supporting and enabling the administration Determining what evidence is essential, ensuring that the institution creates such evidence, and making that evidence accessible Preserving essential history of the institution Providing information that promotes the mission of the institution internally and to the extended community Supporting teaching and enhancing the curriculum as appropriate through supplemental information and materials Supporting the research of the faculty, students, and other scholars through access of information Promoting further understanding through discovery and dissemination of knowledge But an archives is more than the college it serves, it has a role to serve for its stakeholders as well…
Stakeholder: a person, group, or organization that has direct or indirect stake in an organization’s actions, objectives, and policies. Key stakeholders in a liberal arts college archives include: staff, students, faculty, alumni, and researchers. As stakeholders are involved or affected by a course of action, they stand to gain or loose from the success or failure of the system. Because the archives are user-centered by design, it is important to place emphasis on the users of the facility. To do so you must understand stakeholder needs and uses for the archives, and then determine how to deliver on those expectations. By investing in those stakeholders, in turn, they will invest in you. Archives’ need investment in several forms: commitment to college mission and history (and archives as a result); generation of sustained interest and use; and securement of financial support and collection development. Staff Ensuring ready access to permanent records that document the transactions, decisions, and functions essential to the institution. -RM -Accreditation -Brochures Students By providing students with a connection to the college through learning about its history and placing themselves within that context. Access to archival materials that support curriculum and introduce them to the excitement and rigors of original research enhances their education experience. -Collegiate majesty, school spirit, pride -Subjects: History (pioneer, program, local), Anthropology/Sociology (oral histories), Business Studies (wine archives) -Archives hands-on Faculty Use the archives for research in collections that provide unique materials which document the wide range of intellectual history; chronicle the contributions of individuals; and record processes as reflected in the records of the institution. -history of the field -materials for the classroom Alumni maintain old ties and build new ones with ready access to the materials which document their connections to college. The archives refreshes alumni knowledge about the history and mission of the institution which are perceived by many alumni as a significant part of their life. The archives is important because it provides a place for alumni to return physically, reaffirm their memories. -old yearbooks, old loves, favorite professors, memories from events of a lifetime – not only a documentation of the college’s legacy, but of their own Researchers Students who are writing their first source paper as well as established scholars with extensive publications – benefit from the richness and reliability of archival collections to document the local history of an area. By supporting an archival component within its educational mission, a college can reach and serve a more broadly based research community. -cover the pioneer history, the oldest nursing program west of the Mississippi, Oregon wine valley -college is deeply connected to the land and community it lives in
Archives need to take into account the stakeholder’s perspective on archives in order to effectively incorporate them into the larger role the archives’ plays at the college. This will help to ensure, not only buy-in/support, but also help to secure a successful implementation of the archives. Survey of existing collections Space (evaluation and provision to keep protected and safe) Policies, Procedures, Mission Identify technology to use for databases, etc. Accessibility: physically | online Promotion and Awareness Sustainability | Support - $
So let’s put all this together - Once an archives is implemented in can begin to fulfill its roles and responsibilities to the college and its stakeholders by performing traditional functions. Traditional ways an archives provides for a college and stakeholders: Administrative Service: to administrators, faculty, student governing bodies, alumni, development, and public relations; to: Provide answers to questions about the history of the institution, its academic and support programs and services, and individuals while they attended Provide copies of documents, images, and other items Create and provide finding aids to facilitate access to specific information Basic RM functions Serves as a repository for treasured items from former students' school days; by providing students, alumni, and their friends and relatives with unique items, images, and information; and by helping celebrate anniversaries to strengthen emotional ties to the college. 2. Educational and Research Services. Archives serves all interested persons as a source of images and information about the institution; and can serve as an educational laboratory where students may learn about: specific subjects, different types of available resources, and proper procedures and techniques for using primary archival resources in their research projects. 3. Publicity and Public Programs. There are many possible types of outreach, dependent upon resources and creativity: General or subject handout brochures on the archives; Attractive and clear directional signs to guide users to the archives; Meetings and programs for &quot;Friends of the Archives&quot; groups Exhibitions or displays of subjects or items in the archives; especially when the exhibit can be associated with new acquisitions, key anniversaries, or celebrations Website, database, finding aids
Publications: College Newspaper, Alumni Magazine, Scholarly publications (subject\\profession), photographic art Events: student, staff/faculty, alumni, and community – participation, promotion, and support Collaboration: local and regional archives to secure and efficiently use resources to protect and promote the collections Social Media: to keep in touch and advertise the archives in areas where some of our key stakeholders frequent Youtube “ This Day in History” tweets/FB status Friday From the Archives Mash ups: A new dynamic way match history with today Mash ups on sites like History pin
To conclude: The archives role within a liberal arts college is to support the college in its mission, to educate. The archives does that by performing a variety of administrative, educational, and promotional services. To understand that, I reviewed the general role of archives and liberal arts college; I identified stakeholders and the roles the archives play to support them; I described how to implement an archives to fulfill those roles; covered traditional functions of an archives with creative examples.
The Role of an Archives in a Liberal Arts College
Rachael Cristine Woody October 10th, 2011 Linfield College + The Role of an Archives in a Liberal Arts College
Archives | Archivist <ul><ul><li>Archives: the division within an organization responsible for collecting and maintaining records of enduring value. </li></ul></ul><ul><ul><li>Archivist: provides intellectual and physical access to collections; facilitating use and understanding. </li></ul></ul>+
Sources <ul><ul><li>“ Guidelines for College and University Archives.” Society of American Archivists . Chicago: 1999. (http://www2.archivists.org/standards/guidelines-for-college-and-university-archives) </li></ul></ul><ul><ul><li>Pearce_Moses, Richard. “A Glossary of Archival and Records Terminology.” Society of American Archivists. (http://www.archivists.org/glossary/) </li></ul></ul><ul><ul><li>“ 11/8/2005 Linfield College names new president.” Archive Detail. (http://www.linfield.edu/press/detail.php?id=601) </li></ul></ul>+