Introduction to the Archives

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This short presentation from 2008 explained our institutional archives to staff members and explained how the archives could support their work.

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  • Product, Less Process: Pragmatically Revamping Traditional Processing Approaches to Deal with Late 20th-Century Collections"
  • Introduction to the Archives

    1. 1. Presented by Margot Note on October 29, 2008 Introduction to the Archives
    2. 2. Objectives <ul><li>Identify and collect records of enduring value </li></ul><ul><li>Catalog and process by recognized standards </li></ul><ul><li>Organize collections for better accessibility </li></ul><ul><li>Ensure secure storage and preservation </li></ul><ul><li>Digitize and create materials for new website </li></ul>
    3. 3. Philosophy <ul><li>More Product, Less Process* </li></ul><ul><li>Processing practices, developed for 19 th century collections, cannot keep up with the growth of modern collections, resulting in backlogs. </li></ul><ul><li>New practices improve accessibility. </li></ul><ul><li>*Based on “More Product, Less Process: Pragmatically Revamping Traditional Processing Approaches to Deal with Late 20th-Century Collections,” by Mark A. Greene and Dennis Meissner ( American Archivist , 2005). </li></ul>
    4. 4. Results <ul><li>Three-year backlog cataloged in 9 months </li></ul><ul><li>Information requests fulfilled same day or instantly </li></ul><ul><li>Physical and intellectual control of materials </li></ul><ul><li>Digitization of important documents </li></ul>
    5. 5. Challenge <ul><li>Archives are not a central, physical location, but digital, on-site, and off-site elements: </li></ul><ul><li>On-site Archives Slides </li></ul><ul><li>Resource Room Prints </li></ul><ul><li>Library Digital Images </li></ul><ul><li>Image CDs PDFs </li></ul><ul><li>Videos Off-site Files </li></ul><ul><li>DVDs Off-site Publications </li></ul>
    6. 6. Solution <ul><li>Archives on WUMFIE is a gateway to our resources: </li></ul><ul><ul><li>Links </li></ul></ul><ul><ul><li>PDFs </li></ul></ul><ul><ul><li>PowerPoints </li></ul></ul><ul><ul><li>Finding Aids </li></ul></ul><ul><ul><li>Lookup Tools </li></ul></ul><ul><ul><li>Other Resources </li></ul></ul>
    7. 7. Definitions <ul><li>Finding Aids: Documents that assist users to access and understand the materials </li></ul><ul><li>Lookup Tools: Reports created from the Collections database that allow users to search for terms, filter, sort, and export </li></ul>
    8. 8. Digital Image Collection <ul><li>54,000 digital images </li></ul><ul><li>Arranged by Country, Site, and Project </li></ul><ul><li>Overhauled in Summer 2007 </li></ul>Direct link to the server Remote access for affiliates Metadata viewer to view metadata without Photoshop
    9. 9. Image CD Collection <ul><li>1,400 CDs in Resource Room </li></ul><ul><li>Organized by Country </li></ul><ul><li>Cataloging completed in Summer 2007 </li></ul><ul><li>Assigned a holding ID for easy access </li></ul>Lookup Tool
    10. 10. Project Profiles <ul><li>14 International Sites Project Profiles </li></ul><ul><li>American Sites Project Profiles </li></ul>Updated Explanatory PowerPoint Links to Project Profile PDFs
    11. 11. Periodicals <ul><li>IFM/WMF Newsletters, Milestones, and ICONs from 1969 to 2007 </li></ul><ul><li>Digitized in Spring and Summer 2008 </li></ul>Digital copies, finding aids, and index
    12. 12. IFM/WMF Materials <ul><li>Digitized in Winter and Spring 2008 </li></ul>Brochures IFM Publications Church of Santa Maria del Giglio Church of the Piet à Lalibela Phase I Walls of Verona
    13. 13. IFM/WMF Materials (cont’d) <ul><li>Past Publications digitized in Fall 2008 </li></ul><ul><li>High- and low-resolution </li></ul>Architectural Conservation in the Czech and Slovak Republics Conservation & Economics Enhancement Plan for Valtice Zamek & Its Environs Employment Strategies For the Restoration Arts Financing Cultural/Natural Heritage and Sustainable Development Kress Foundation European Preservation Program Trails to Tropical Treasures: A Tour of ASEAN Cultural Heritage MORE SOON
    14. 14. Slide Collection <ul><li>105 binders of slides in the Resource Room </li></ul><ul><li>Organized by Country, Site, Project </li></ul><ul><li>Updated and reorganized in Fall 2008 </li></ul><ul><li>Many key images already digitized </li></ul>Lookup Tool and Finding Aid
    15. 15. Print Collection <ul><li>Thousands of images in Storage Room </li></ul><ul><li>Organized by Country and Site </li></ul><ul><li>Many key images already digitized </li></ul>Lookup Tool and Finding Aid Soon
    16. 16. Video and DVD Collections <ul><li>228 Videos and 22 DVDs in Resource Room </li></ul><ul><li>Organized in boxes by Country and Site </li></ul><ul><li>Cataloged in Summer 2008 </li></ul>Lookup Tools and Finding Aids
    17. 17. On-Site Archives <ul><li>Closet near freight elevator </li></ul><ul><li>Organized by format/subject in Summer 2008 </li></ul><ul><li>Physical copies of books, newsletters, magazines, Watch, Hadrian, Annual Reports, Brochures, etc. </li></ul>Content Listings
    18. 18. Off-Site Storage <ul><li>1,900 boxes of project and department files and extra copies of publications </li></ul><ul><li>Collections database reorganized in Summer 2008 </li></ul>File Lookup Tool Publication Lookup Tool
    19. 19. Library <ul><li>Arranged by Theme, Region, Country, and Site </li></ul><ul><li>Reorganized in Spring 2008 </li></ul><ul><li>Browse or ask Margot to locate specific items </li></ul>
    20. 20. Resource Room <ul><li>Mac station for scanning, using Photoshop, and viewing Image CDs </li></ul><ul><li>Light table for slide viewing </li></ul><ul><li>Publication Stock shelves created in Spring 2008 </li></ul>
    21. 21. Archives Support Your Work! <ul><li>Ask questions. </li></ul><ul><li>Ask for assistance. </li></ul><ul><li>Suggest future projects. </li></ul>Explore the Archives on WUMFIE! Special thanks to Ed for WUMFIE and Lookup Tools Assistance.

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