The document summarizes the challenges of collecting records from student groups at SUNY Potsdam, including high turnover, lack of record keeping, and low visibility of the archives. It describes an outreach event held by the archives to build relationships and acquire records from student organizations. As a result of the event and follow-up work, the archives received additional donations and accessions from student groups and other campus offices. The archives saw an increase in overall awareness and use among undergraduates following these outreach efforts.

1. Matt Francis - @archivingmatt
MARAC Fall 2013

2. Aerial view of SUNY Potsdam
grounds, circa 1970s
Original St. Lawrence Academy
building (founded 1816).

3. “Without becoming an underground member
himself, the archivist can only hope to collect
what these organizations make available.”
-Nicholas Burkel, College and University Archives: Selected Readings, 1979
Other Challenges:
Overcoming low visibility, and students lack of
understanding about archives.
 High turnover in student groups.
 Lack of records and/or centralization of records.


4. 
Wanted to use events
to build relationships
and assist with
acquisitions.

Acquisitions
component was one
part of a year long
outreach campaign to
undergraduates.

9. Post-Event Developments




Donation from additional
student group.
2 new accessions from a
one group.
Invited to speak to Greek
Alumni Council.
Received donations from
another office and
academic department.
Donations from BITTAW

10. 
Would have liked greater participation.

8% of recognized student groups participated.

Overall archives use up 29% among undergrads.

Built several important relationships for the
future.

Increased overall awareness of the archives and
it’s role on campus.

11. 
Invite student groups with
donated materials to the
archives.

Encourage creation of
historian positions.

Have interested students
curate their own exhibit.

12. 
When working with students take a holistic approach
and engage them on multiple fronts.

Word-of-mouth is your friend, and take time to
appreciate the ripple effect of your work.

Don’t reinvent the wheel; use existing tools and
create reusable pieces.

Events work – they provide specifics for students to
grab onto, let you “build to the event.”