Archives 101

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Archives 101

  1. 1. archives 101: preventinginstitutional memory loss Bruce Compton Senior Manager, Research & Records The Pew Charitable Trusts March 23, 2012
  2. 2. archives 101 objectives• Understand what an archive is• Know the value of an archive• Suggestions on what to include• How to get management buy in
  3. 3. what is an archive?An archive is a collection of inactive records thatare collected and stored because of theirhistorical importance and their usefulness as aresearch tool.
  4. 4. records management & archivesIdeally the archive should be partof a well-managed recordsprogram.• Records policy• Records retention schedule• Archive collection policy
  5. 5. archive vs. archive is not the same as
  6. 6. what to save• Deciding what to save in the archive is not an easy task, especially in this information rich age when we produce, copy and distribute thousands of sheets of paper daily. In order to capture the information that is most important, we use the following criteria to decide what to archive: – The record will be used in the future operations of the Trusts; – The record needs to be preserved for legal reasons; – The record has historical value.
  7. 7. what we collectThe Pew Charitable Trusts started the archiveprogram in 1990 to capture the Trustsinstitutional memory. – Administration: Board and Executive Office – Operations: Communications, Legal, Finance, Institutional Planning, IT – Program: Pew Environment Group, Pew Center on the States, Pew Health Group, Pew Fund for Health and Human Services, etc.
  8. 8. housing the collection• The Pew archive is housed a the Hagley Museum and Library in Wilmington, DE
  9. 9. access policy• Staff have access to all material except records marked as confidential, such as the President and CEO correspondence files.• Outside researchers: – submit request with purpose of research – Pew archivist reviews the requests and makes recommendation to President and CEO – Pew President has final say
  10. 10. getting management buy-in• primary purpose of the collection is for staff not outsiders• can serve as a foundation for an institutional knowledge system• provides institutional memory
  11. 11. archive catalog record
  12. 12. questions?

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