Guest Post for ActiveHistory.ca

Below is a link to my guest post for Activehistory.ca . Active.ca is one of my favorite blogs. I was honored to be asked to contribute to their body of work.http://activehistory.ca/2012/02/outreach-and-collections-encouraging-community-members-to-play-a-role-in-saving-history/

Summarizing "The Issue of Small Archives"

I was very happy to see the thread "The Issue of Small Archives" on the Archmgmt and Archives listservs a couple of weeks ago. A student pursuing her Master's degree in History and Archival Studies made this observation and posed this question: 


"...The trend in the literature I have noticed regards the disparagement of the creation and existence of small archives - that is, archives that receive minimal or no financial or physical support from another larger outside public or private agency. These facilities are seen as almost not only unnecessary but potentially dangerous to the materials they hold...

Do you think small archives have a place in the archival field?  What are the problems you can potentially see engendered or faced within small archives that could hinder or compromise their mission?"    

The theme of small archives management has been central to my work since I entered the archives field twenty years ago. An examination of the practices of well-managed small archives is also a core thread in my book "Cultural Heritage Collaborators: A Manual for Community Documentation." Small archives do indeed have a vital place in the archival field. I think that there should be no question about this. Small archives often have more direct connections to the local population. They can be more visible and appear more approachable to citizens who will more readily bring their personal papers to the small repository's doorstep than to a larger institution. I want to also clarify that there are small archives that are run by professionals and also those that run on a shoestring. I think that the question is meant to focus on the latter. There are many problems that can hinder the work of these archives including most notably, very limited funding, high volunteer turnover, and lack of knowledge and training. However, these conditions are not a given. Many volunteer organizations are run in a very professional manner with committed "citizen archivists" who stay around for the long-term and have plans in place to solicit, accommodate, and train new "staff." Many also very effectively raise money for their repositories either through fundraising programs or by finding a steady source of funds through the local government, area businesses, or financial patrons. Many such archives run with expert support from larger institutions. Others find ways to manage by seeking out associations, consultants, or professional volunteers from nearby institutions who are willing to give up personal time to help out. In fact, thanks to dedication and collaboration, I have encountered some volunteer based small archives that run more effectively than supposed professionally run institutions.


Rather than re-hashing my own research and thoughts about the work of the volunteer archives in depth, the postings from two weeks ago provide great snippets for examination and reflection. I have posted below some of the thoughts of my colleagues that mirror my views on this subject. Thank you everyone for a provocative discussion. I have included job titles of individuals, but not individual names to respect privacy while also giving credit to those who shared their thoughts.


"In truth, the small archives are vital to many towns, counties etc, for not only collecting and preserving in whatever form that takes, but gathering these materials give these places and organizations an essential sense of community. After all, isn't that one of the functions of an Archives?...People feel a connection to these places as "their archives" and some are more willing to make the trip to someone they know than donate something that "would sit on a shelf" with thousands of other collections and never be used. So, as the our profession progresses, it is important to recognize not only what should be, but what is, and try to help small Archives cope with their issues. Small Archives are a vital part of our profession." - Head, Archives and Special Collections, Library of the Marine Corps

"In our case in particular, it is in large part thanks to well meaning volunteers of earlier generations that we have collections to save at all. It is also thanks to them that we have an endowment to pay a professional staff... Many towns do not have universities, and some may be far removed from a repository with climate control and reference hours, particularly one interested in preserving their records... Oh, and one more thing- the interdisciplinary approach that is trendy now among museum, library, and archives professionals has been in vogue within state and local historical societies for years." - Curator of Library and Archives, Litchfield Historical Society

"True, in terms of preservation and security many of these repositories are nightmares. ...But then, I know many “respectable” repositories that don’t have adequate climate controls, are susceptible to leaks or flooding (is it unethical to maintain a repository in a flood plain or tornado alley?), that make do with inadequate security systems, that don’t put catalog records or finding aids online, and/or who won’t permit researcher access to the 60% or so of their collection that’s unprocessed.  To a certain extent, the faults of community 
archives are a matter of degree not of kind." - Director, American Heritage Center, University of Wyoming

"I completely agree
that we need to look for ways to assist the small community repositories.  This
is an area where our State Historical Records Advisory Boards should be
providing leadership.  A number of years ago the Montana SHRAB developed an
imminently successful “traveling archivist” program....See http://mhs.mt.gov/research/library/vol12_No1.pdf
(page 2) for a summary report on Montana’s 2010 traveling archivist." [this program is also a model highlighted in "Cultural Heritage Collaborators"] - University Archivist/Interim Head of Special
Collections, Oregon State University Libraries

"I have long been a proponent of state and regional archival associations reaching out to these smaller historical societies. Many of them are run by volunteers or a very small and/or semi-trained staff, but all that I have run across want to do the right thing with their records. Yes, they may be possessive but if we can deal with cranky patrons or high-maintenance donors then surely we can deal with them...Several years back archivists, including myself, would give Archives 101 courses taught through the Society of Ohio Archivists' education initiative, but that required people to come to us to ask for help, arrange for a class and so forth. I think this is an issue that we should be *proactive* on...we should visit the small historical societies near us, offer any support that we can and urge 
them to adopt professional standards. It may not always be a pleasant encounter but we still should try." - Archives Manager, Cincinnati Museum Center

"...I agree with much of what has been discussed, especially the fact that it is an issue of advocacy from all of us toward small archives, wherever and whenever we find them...There is a lot to do still and funding is an 
issue but sharing knowledge about free and low cost para-professional 
archival education is one of the many steps that we can offer to these 
small archives to be able to preserve their history... we need to be more proactive and offer free or low cost assistance to these small archives which don't have many resources or practically no resources except good intentions. - Subject/Liaison Librarian for Latin American & Caribbean Studies, Puerto Rican/Latino Studies, Spanish & Anthropology & Curator of the Latin American and Caribbean Collections. Thomas J. Dodd Research Center

Encouraging the Preservation of Personal Papers

One of my favorite things about my work is explaining archives concepts to non-archivists. I regularly run a program on preserving personal papers. The workshop invites individuals to bring in personal archives that they want to discuss and learn how to preserve. I keep the group small, so that everyone has a chance to show the group what they've brought, offer a little background about the material, and ask questions about how to care for it.

I have identified a lot of great items and have learned about documentation processes and media that I have not come across working in diverse archives and possibly never would have come across in my own research. I hear great stories and gain a better understanding of the documents that are available within communities. I get ideas for new programs and get support for what I do.

Invariably, people tell me that they never realized the knowledge required to properly maintain their materials. They throw items in a box in the attic or basement, or shove them in a drawer and forget about them. When they go to look at the materials a few years later, the documents have developed a smell, are starting to turn colors, or are literally disintegrating. Many, many people tell me that they have always vowed that one day they would "take care" of their personal collection, but they did not know what to do and were daunted by the task until I came along.

The basic knowledge one needs to maintain straightforward items such as papers or black and white photographs is simple. It is really just a matter of giving people a few basic tips for the bulk of what they own. But most people do not think to ask archivists about how to care for their personal items. Most people do not know that archivists exist. Archivists need to find ways to better advertise who we are and we need to encourage "ordinary" people to ask questions about the items in their possession and seek out those who can answer those questions.

Workshops are one way to reach out to people to let them know that people like me exist. I encourage people to contact me if they have questions about their materials. As a traveling consultant, I also encourage people to locate and get in touch with their local archivists. I tell them that we are all very nice and want to help. We can offer some preservation or organization advice, tell them if their materials have any value to a community history beyond their family, we can even refer them to others if we can not help them directly with their archives related issues. (Please, oh please don't turn people flat away from your repository!)

The work of an archivist is about preserving memories. Whether we are preserving the memories of the famous, the not-so-famous, an institution, or a larger community, our work boils down to ensuring that documentation is identified, retained, preserved and made accessible. Reaching out to the public helps with all of these elements of what we do. When archivists take the time to reach out and help non-archivists, both parties have lots to gain. Working together, we can ensure valuable historical items are kept safe for posterity.
***
(In general, I get a quizzical stare when someone asks me what I do and I say "I'm an archivist." In fact, I am actually trying to devise a way to ease people into that word based on a suggestion by a friend / colleague. I am creating my three line introduction... "Well, you know how you have that old shoebox of photos and family papers in a cabinet? You know that museums and libraries treasure similar objects in their collections? I am the person who helps organize those materials and make sure they last a long time....I am an ARCHIVIST!")

The Albert Ryan Collection found a home at the Waltham Public Library when a local citizen with some remarkable ancestors talked to me (the library's archivist at the time) about his family papers.

Community of Collaborators

In this blog, I've discussed both communities and cultural heritage collaborators. I want to introduce the concept of a community of cultural heritage collaborators. A community is a group of people who share something - a common interest, a geographical locale, a faith, a relationship...The cultural heritage collaborative community is made up of people who have a common interest or responsibility in protecting cultural knowledge. This group includes professionals such as museologists, librarians, and curators. It also incorporates clerks, secretaries, records managers and others charged with retaining a specific history. Finally, the group should also rely on people the U.S. National Archivist David Ferriero has been calling "Citizen Archivists." (They can be called "Citizen Curators" or "Citizen Librarians" for my cross-professional colleagues.) These are people who may or may not know much about cultural resources. They may have some interest in collecting or preserving materials. Or, they may not be conscious of any personal interest in retaining cultural items, but may possess things that hold importance for historical memory. Materials such as family papers and heirlooms, records of community involvement, personal libraries and the like that have recognized historical value to cultural heritage professionals often remain hidden to us when this special subgroup is not included in our planning and collection development efforts. If we can identify our fellow cultural heritage collaborators, we have a greater ability to preserve our heritage by recruiting their help. Working together, we can identify and protect the resources that shed light on civilization.

1. Who are your potential professional partners? Think about fellow cultural heritage professionals in your geographic region. Think of those across your nation and around the world collecting similar resources. For example, the MacKaye family of Shirley Massachusetts left some family papers with the Shirley Historical Society. While working on this collection, I discovered that Dartmouth College a few hours north also retained a significant MacKaye collection. We exchanged finding aids and compared notes about holdings. We became cultural heritage collaborators.

2. Who are your quasi-professional partners? These are the people who use cultural materials in their day-to-day operations, but may not place emphasis on their historical import. City clerks, local businesses, association secretaries, artists and others can all be part of your collaborative. For example, as a member of Manchester Art Association I volunteered to be their historian, a volunteers Board position that had been left unfilled for many years. Records from decades of the groups operations were spread among members' homes. We organized and centralized them. I made them aware that a local historical society may have interest in their materials one day, which emphasized the group's value to the greater Manchester community and gave them incentive to better care for their materials.

3. Who are your non-professional partners? Consider the citizens in your town who have materials related to your community. Consider those outside of your geographic area who may have an interest in your community. It is most challenging to reach out to this group to convince them of the role they have to play in cultural heritage goals. Many have never considered the value of their personal materials beyond themselves or their families. Many think that they have no interest in history. This is an opportunity for outreach and a barrier that we can break by emphasizing the idea of community. The Waltham Rediscovered project in the early 1990s is a good example of enhancing citizen interest. A series of ethnic celebrations emphasized community pride and encouraged residents and former residents to share recollections in oral histories and to show others their family papers and memorabilia. The effort culminated in a book about the development of Waltham and the immigrant experience and a new collection of materials related to the project was eventually donated to the Waltham Public Library.

We all have an interest in advancing humanity and making our communities the best that they can be. Focusing on our common interests and recognizing that everyone has a role to play in preserving community memory will help cultural heritage institutions fill their missions to retain resources and sustain knowledge. A community of collaborators has a greater opportunity to raise awareness, increase enthusiasm, build support, boost goodwill, fully document a community or place, and encourage pride than any one of us working alone.

Read more about the collaborators in Cultural Heritage Collaborators: A Manual for Community Documentation and share your ideas about ways to cultivate a sense of community and collaboration.

The lovely prized family photo at the beginning of this post evokes a sense of place and can stand as a representation of local pride. A friend allowed me to make a copy when I found it hidden among her boxed photos.

The Citizen Archivist

New article in the Bedford Bulletin, July 3, 2010
The Citizen Archivist
What invaluable historical documents are in your home"?

Valuing the Non-professional Archivist

Professional astronomers value amateur astronomers...should archivists follow their example?
***

I was inspired by a show about the night sky at my local planetarium that briefly discussed how non-professional astronomers have propelled science through wide-ranging amateur exploration. The help of these amateurs has effectively given professionals extra sets of eyes, allowing them to see things that they otherwise may not have had time to locate. We similarly have the potential to expand our archives universe (so to speak) by seeking interested non-professionals who can help archivists identify and care for important archival sources in places we don't have time to reach or cannot access.

Online sites like the Astronomy Zoo encourage amateur exploration and invite the layman to help astronomers with their mission. The site opens and immediately encourages those interested in the science. It reads "Welcome to Galaxy Zoo, where you can help astronomers explore the Universe." It then discusses how individuals can help scientists, what has been achieved to date, thanks the viewer for his help, and ends by declaring "happy classifying!" (Who wouldn't feel wanted and eager to help at that point?)

Similarly, the ecology site Opal invites those interested in wildlife to "find, study, and record nature in your local area." Imperative statements such as "Download a free survey pack and get involved today; Learn more about the water survey; Enter your results online; Find out about other OPAL surveys" encourage those exploring the site online to actively participate, learn more, and become engaged with Opal's cause.

Similarly, a few years ago, I discovered the Great Sunflower Project to help the scientists count bees and gather information that would help ensure the survival of vital bee populations. It seems that the idea of the "Citizen Scientist" is alive and well across the Internet.

Like scientists, archivists need to recognize how partnerships with non-archivists can assist our goals. In fact, we can not be fully successful at our attempts to document our areas of interest without help from non-professionals. We also cannot sustain our work without raising awareness and encouraging an appreciation for our field and the resources for which we care. Active, hands-on, in the field work by non-professionals who have ready access to resources which archivists may not be able to locate on their own is key to the success of archives management. An archivists potential resources can be found in virtually every home, association, and business in the Western world and often remain undiscovered by "experts" and therefore lost to history. Archivists would be greatly empowered by seeking assistance from our local communities and encouraging non-professional (dare I say "Citizen?") archivists who can provide our field with its own extra eyes.

(Thank you to my Twitter friend and overseas colleague Anna McNally, History Project Archivist at the University of Westminster, for supplying telling me about the Astronomy Zoo and Opal sites. Yesterday, I mentioned on Twitter that I was inspired by a recent trip to the Christa McAuliffe Planetarium in New Hampshire and Anna immediately responded that she was attending a presentation about the subject on that very day. Science lecturer Alice Bell was the presenter at her session.)

Do we need to find a term to replace “citizen archivist” and what is a "citizen archivist" anyway?

On Friday, archivist Kate Theimer posted on her ArchivesNext blog a post that she titled "Why we need to find a term to replace “citizen archivist.” The discussion relates to my earlier posting this week that discussed the need to think about our terminology and its evolution. [Blog Versus Diary: Just New Technology or a Whole New Way of Thinking?] Please see Kate's original post. I've pasted the response that I made on her site below:

I don’t find the use of the term “archivist” by non-professionals objectionable, but I think there is a need to raise awareness about exactly what a professional archivist does. I don’t think “citizen archivist” helps raise that awareness and I agree with Kate that the term muddies the waters. In my upcoming book “Cultural Heritage Collaborators: A Manual for Community Documentation” I discuss Cultural Heritage Collaborators as those working to preserve cultural heritage and the documentary record. This group includes professionals in the LAM and quasi-professionals who are required to care for records, but who may not be as concerned about the cultural nature of items. This group includes people such as some records managers and municipal clerks. I identify a final group that I call the Non-professionals. These are people who have some interest in records or history, but who may not have the training or background to properly care for archival materials. This includes volunteers, civic association secretaries, business administrators and the like. I would like to see the development of “sexier” terms to describe each collaborator, but I also want to see the emphasis on partnership heightened. (I’m lack of a better term than sexy on a Sunday afternoon, so please forgive me.) If we can come up with terms that balance the idea of needing professional expertise to care for records for posterity with the idea that records are important to everyone, I think it would be a great service to our profession and would make great strides toward more effective outreach. “Unmudding” our terminology, as I discussed on my ArchivesInfo blog earlier this week, can only help us and lead to better care of archives in general.