Archival resources in libraries: significance, sources and set-ups

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lecture presented at the Seminar-Workshop on the theme “Organizing and Digitizing Library Archival Materials: ISAD (G) and Technology” organized by the Philippine Librarians Association, Inc. – …

lecture presented at the Seminar-Workshop on the theme “Organizing and Digitizing Library Archival Materials: ISAD (G) and Technology” organized by the Philippine Librarians Association, Inc. – Western Visayas Region Librarians Council (PLAI-WVRLC) in coordination with the National Committee for Libraries and Information Services – National Commission for Culture and The Arts (NCLIS-NCCA) held at the Colegio de San Agustin—Bacolod, Bacolod City, 27 September 2012.

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  • 1. Archival resources in libraries: significance, sources and set-ups by Fe Angela VerzosaSeminar-Workshop on Organizing and Digitizing Library Archival Materials: ISAD (G) and Technology September 27-28, 2012 Colegio de San Agustin, Bacolod City What do we talk about today? •What archival resources may be found in libraries? •What are possible sources of archival collections in libraries? •What is the organizational set-up of the archives in libraries? •What provisions are ideal for their organization, physical housing, care and maintenance? 1
  • 2. Focus • By the end of this presentation, you will have a better understanding of the importance of archival collections in libraries… the basics of organizing, housing, caring and maintaining archives in libraries… and cataloging archival collections via the ISAD (G) Historically, archives are considered as places where olddocuments, important papers, photos, and memorabilias have been kept safe from destruction. 2
  • 3. US National Archives, Washington D.C. UK Archives at Kew, London Archivo de Indias, SevillaVatican archives 3
  • 4. The New York Public Library Libraries hold archival collections – the papers of individuals and families, the records of organizations, and consciously assembled collections of unique and unpublished material. Morgan Library Museum (Manhattan, New York)Among its priceless collections aremedieval artworks, 3 copies of the Gutenberg 1455 Bible, authors original literary and historical The Morgans collection of musicmanuscripts, such as some by Sir manuscripts is unequaled in the Walter Scott, Henry Thoreau and US, with handwritten works by such Honoré de Balzac, George great composers as Bach, Brahms,Washington, Thomas Jefferson and Mozart, Schubert, etc. Abraham Lincoln. 4
  • 5. 5
  • 6. Archival collections contain a widevariety of primary source material, notonly paper documents – such ascorrespondence, manuscripts, anddiaries – but also photographs, soundrecordings, films, videotapes, artifacts,and electronic records. 6
  • 7. Duke University Archives display Purdue Univ Archives display Smithsonian Institution displayUniv of Central Florida Libraries Marywood University Archives 7
  • 8. 8
  • 9. The old library building now calledthe Rizal Library Special Collections 9
  • 10. The Special Collections andArchives division has…• Ateneo Library of Women’s Writing (ALIWW)• American Historical Collection (AHC)• Pardo de Tavera Special Collection Archives• Theses and dissertations 10
  • 11. 11
  • 12. Includes personal papers and book collections donated by the DLSU faculty and alumni Includes: •Tanada Papers •Francisco Ortigas Collection •Jose Diokno Collection •Jose Javier Reyes Collection •Local Oral History 12
  • 13. De La Salle University ArchivesEntrance to the De La Salle University Archives 13
  • 14. Selected archival materials on display at DLSU Archives 14
  • 15. De La Salle University Archives Special Collections A peak inside the mobile shelf 15
  • 16. De La Salle University Archives Theses and CDs on display 16
  • 17. Memorabilia Display at De La Salle University ArchivesFelipe Liao Numismatic Collection at the DLSU Archives 17
  • 18. Daniel R. Tantoco Jr. Collection of Museum Artifacts at DLSU Archives 18
  • 19. De La Salle University Archives Records Room De La Salle University Archives Reading Room 19
  • 20. Overview• Archives usually consist of unique items, and unlike Libraries, cannot take advantage of standardized organization.• Archives preserve records of enduring value; these may be organizational or personal records. They are not necessarily old, and may come in different formats.• Unlike libraries, archival materials are arranged and described in groups. What are archival collections? • generally are groups of documents created by organizations or institutions • or groups of ‘records’ that are kept because they have ‘long-term value’ • “organic collections” refer to groups of documents or records that grew naturally as the result of the record creator’s activities. They include the letters, reports, and other documents that a person or organization accumulates and files as they go about their business. 20
  • 21. What are manuscript collections? • “Personal Papers” are collections of documents created by individuals or families. • “Artificial Collections” or “Assembled Collections” refer to groups of individual documents that were created by different persons or organizations, and assembled later from multiple sources. The documents bear no organic relationship to each other. 21
  • 22. MANUSCRIPTS COLLECTIONS Single pieces of hand- written documents Personal Papers Literary Remains Collections of Events Records of an organization collected and brought into the archives or library for research 22
  • 23. Examples of archival materials?•letters, reports, memorandums, minutes, notes, telegrams• photographic prints, photographic negatives, slides, motion picture film• microfilm, microfiche• phonograph records, sound recordings on reel-to-reel or cassette tapes, digital sound recordings• video recordings on VHS, Beta, or other formats• punch cards, automated data on magnetic tape, and any type of material contained on floppy disks, compact disks, and DVDsDifferences between archival and library materialsCategory Libraries ArchivesNature published unpublished discrete items groups of related items available elsewhere uniqueMethod of receipt selected as single appraised in aggregates itemsArrangement predetermined sub- provenance and original ject classification orderLevel of description individual items aggregate (record group or series)Descriptive media card catalog, OPAC inventories, guidesAccess open stacks closed stacks 23
  • 24. archival collection program•solicitation of historical materials in all formats: textual, pictorial, cartographic, electronic, etc.•direct administrative transfer by means of an active records management program •loan or purchase or exchange Potential Donors ni fac m stu ultyalu nds s e e admdents fri oye in i l str e mp ato rs 24
  • 25. Archival Collecting • develop a written collection policy • survey present documentation by office or by period in the history of the college • plan out development/improvement of the documentation areas • contact offices/depts/individuals • select the materials for the archives collectionSteps in beginning an archives develop an archives policy secure approval of highest authority gather/acquire appropriate materials gain legal control establish intellectual control establish physical control make archival materials available for use 25
  • 26. Organizational Structure • autonomy • authority over archival acquisition, description, and disposition • allocation of budget • administrative supervision and control over staff Archival personnel enthusiasm in archival work commitment to the job qualities (organized, neat, methodical) ability to take directions knowledgeability on the institution and its community training/education in archival studies experience 26
  • 27. What Archivists Do • Identify/appraise • Acquire • Arrange and describe • Preserve • Make Available.... If there’s time, Promote, or reach out Processing Appraisal: determining its value Accessioning: documenting the acquisition Arrangement: organizing the materials Description: creating finding aids Preservation: care and handling 27
  • 28. Appraising record values Evidentiary Informational Intrinsic – for cultural, historical, or monetary reasons I n t Principles in arrangementProvenance- is a fundamental principle, referring to the individual, group/office, or organization that created the records. Also known as office of origin, or source Principle of provenance: records of different provenance should be separated. e.g. : Office of the President/ Board of Directors HR Department Comptroller’s Office 28
  • 29. Principles in arrangementPrinciple of Original order – or Respect de lordre primitif in French, Registratorprinzip in German, referring to original order of arrangement Emphasis was on establishing the authenticity and integrity of the record as evidence. “records are to be maintained in records/archives repositories in the same scheme of order and with the same designations they received in the course of the business of their office of origin and primary use. “ What if no discernible order exists? Archival collections canrange in size from a singledocument to hundreds ofboxes and are described bycatalog records, which providea summary description of anentire collection, and moredetailed guides, called findingaids. 29
  • 30. Making the materials accessible thru finding aidsRegister of JPL Papers 30
  • 31. Creating 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 31
  • 32. Digitization – principal reasons• For enhanced access Not for to improve services by facilitating retrieval • space-saving• To reduce handling because originals may and use of fragile or require off-site storage heavily used originals, thereby reducing risk • cost-reduction of loss/damage/ because digitization is misuse a costly program• For securing back-up • preservation copies because originals are retained. Space considerations space for work, stack room, and reading room free from flooding, dampness, and extreme temperatures free from uncontrolled lighting conditions security-safe, sheltered but accessible 32
  • 33. places where archives are storedIdeal storage conditions and practical alternatives• Ideal storage: climate and humidity controlled environment in acid-free boxes and file folders• Practical alternatives: – acid-free folders in filing cabinets – acid-free folders in acid- free record storage cartons – acid-free folders in acid- free manuscript boxes 33
  • 34. FACILITIES & EQUIPMENT FIREPROOFING ULTRAVIOLET AIRCONDITIONING FILTER SCREENS HUMIDITY CONTROL HEAVY CURTAINS SMOKE and HEAT ACID-FREE BOXES DETECTORS ACID-FREE DOUBLE LOCKS FOLDERS SECURITY ALARM RUST-FREE SUPPLIES COMMON HAZARDS• temperature • PEOPLE• humidity using ink/pens• light using adhesives• insects and rodents laminating• fungi, mold, mildew folding, tearing• acid spilling food/drink• fire bending, tracing• water stealing/mutilating 34
  • 35. Questions ? Workshop Exercise 1The purpose of this exercise is to beable to distinguish the different kindsof archival and manuscript collections.From the slides presented, givespecific examples of the following:Organic collectionsArtificial collectionsManuscript collectionsArchival collections 35
  • 36. Workshop Exercise 2The purpose of this exercise is to beable to develop a special collection ofarchival materials. Prepare an ArchivalCollection Program and identify themanner by which you intend to acquirethe target collection/s (i.e. solicitation,transfer, exchange, purchase, loan). 36