Dumpster Diving: Saving History One Collection at a Time

• Official Department of Health medical ledgers recording 1918 flu quarantines - discarded for no known reason
• Trophies showing the achievements of former students - discarded when the school wanted to celebrate new beginnings and make a clean sweep of the old
• Vital records - discarded after they were digitized

These are some of the collections that I have found in archives in my career. They were saved from the trash by well-meaning persons -- citizen archivists, if you will -- who had the sense to question the decision of another well-meaning person. Records (and artifacts) may be tossed for nefarious reasons such as the desire to get rid of evidence, but more often than not materials are thrown away due to lack of understanding about the documentation of history.

• Medical records - useful for broadening our understanding of epidemics and communities. Required by law to be maintained.
• Vital records - required by law to be maintained even after digitization. Digitization of original records is not an accepted permanent preservation measure for state recorded data.
• Trophies - useful for increasing our understanding of our history, showing that our history has long roots, and for boosting civic pride. (Though not quite on par with the materials above, and focused on what are usually considered museum collections and not archival, I threw this one in here because I'm betting that some people can relate to this scenario. Don't live in the moment when evaluating artifacts. Consider the future.)

There are many reasons to consider taking items out of your collection. Those maintaining collections are encouraged to familiarize themselves with acceptable procedures for disposition. Gain an understanding of archival appraisal.   Contact appropriate authorities if you are not certain of disposal practice. For government records, contact your State Record Manager or archivist. They are usually found through your secretary of state's office. CoSA (Council of State Archivists) can refer you to the proper place. Consider hiring an archivist familiar with procedures if you are an independent facility, such as a historical society, before making decisions.

I hate seeing collections saved by dumpster divers because I know for every collection that they saved, it is more than likely that others were lost on another day. Our history is precious. Records and artifacts lost cannot be regained. Be sure of what you are doing when you get rid of something. If you are not sure, please don't do it! And spread the word!

Local Government Records and Archives Consultants

This long (but hopefully not long-winded) post provides information I gave at a Massachusetts' Town Clerk's conference  over a decade ago. I thought this might be interesting to a wider audience and decided to post it here. I know it has been helpful to clerks. I think it will also be helpful to those considering pursuing work in archives consulting.
***

Introduction

Archivist - The "mess" fairy

The biggest concern many of my clients have had when they brought me in to look at their archives is that their collection must be the messiest I have seen.  Everyone is concerned that they have the one collection of important records in the state that has received no attention and no funding for care up until this point.  

I just want to start by saying that every collection I’ve seen that is receiving attention for the first time is disorganized.  Most collections are dusty.  Most collections have been housed in attics, basements, abandoned buildings and warehouses.  I am not fazed by this and you shouldn’t let it bother you.  Archives consultants should expect to find records in these conditions.  

You shouldn’t be embarrassed or upset about bringing consultants in to see your materials.  That’s why you hired us.  We don’t expect things to be neat and orderly.  I’m impressed that you have the guts and foresight to choose to take care of the materials now rather than let them go to pieces.  It doesn’t matter what happened in the past.  We are all short on funding and time. We are all now working together now to save our history and information.

Additionally, I want to let you know that when you hire consultants, we are coming in to give you constructive criticism.  Nothing we say is meant personally.  We are not blaming you for letting your records get to the state they are in.  We just want to tell you how to fix the problems.  So if I come in and say “These records need to be moved out of this damp attic that has holes in the roof exposing it to the elements.”  I am not saying.  “How could you keep your records in a place like this?!!!”  I also don’t expect that because you brought me in that you now have the time and resources to spend focused only on the care of these collections of records.  “You will now drop everything else because this is a priority!”  A consultant should create a plan for the future care of your records that you are comfortable with.  She should make recommendations as to how you can find the money and time to care for the records as best as you possibly can.

Today I’m going to discuss the stages of evaluating your records, organizing them, preserving them and making the public aware of what you’ve got.  We’ll discuss why a town clerk should be involved with a project like this, what you can expect from your consultant and what your consultant will expect from you.

Why take care of your information? 

How do you justify this to your municipality? And of course this overlaps with, why should the town clerk be involved in this?

• Save money in the long run – cut down on space requirements, supply needs with records and forms management
• Save time – easier access to organized material
• Ensure safety of vital records and information - Avoid fire hazards
• Remain in compliance with state law
• Promote your town, government, or your own position
• Get your historical commission, historical society and other town organizations to work together 

Okay so you’ve got mess… 

And you’ve decided to take care of it…now what? It is not necessary for you to go it alone.  Consider hiring a consulting archivist to help you plan for the future of your information

What an archivist can do for you:

• Conduct a records inventory that will give you a good idea of the types of records you have, how they should be organized, how much space they take up, what types of preservation / conservation is needed
• Give tips on preserving your materials while making recommendations for proper storage
• Help move your collections to proper facilities by properly labeling materials and ensuring its safety
• Organize your collections and create finding aids
• Create and implement a records management plan
• Perform outreach to advertise your now wonderful and neat collections to the public and give your town the attention it deserves

There are grant resources available that may be able to assist you with hiring a consultant. [Cultural Heritage Collaborators: A Manual for Community Documentation supplies information about getting an archival project started, including grant funding that may be available for your town.]

Records Inventory

What does a records inventory do?  This is the first thing that a consultant should do for you.

• Helps determine which records belong to whom and were created by whom.  Helps with tracking and maintaining provenance (documents the origin and life of the collection), determining record groups, series and subseries
• Determines space needs
• Determines current storage environment and preservation needs
• Documents conditions of the collections with before and after pictures
• Helps you locate all of your materials.  Gets you thinking about if other buildings or collections in town have your materials. Over time, many public documents have ended up in private hands – may want to get back your public records from a historical society for example (delicate issue that should be addressed with outreach.  Begin thinking about a collection development plan if you don’t already have one)

Preservation

• Consultant will explain storage needs from facilities to proper boxes, folders, cabinets etc.
• Will point out preservation problems with current storage
• Can provide a list of suppliers and types of materials needed for your specific collection
• Can write an in depth preservation plan can also include a disaster plan once new housing is found a disaster plan should be a priority

Records Management

Records management involves creating a plan to control records from their creation to disposition.  Paper in offices is often overlooked when a town decides to tackle its preservation and records storage needs.  But it is important to consider materials that will one day be “archival” as well as the materials that are currently ready for the archives.

Why is records management important?:

• Clear up office space
• Ensure that archival materials are identified for future housing in the Archives
• Make sure records are periodically cared for and thought about

 How do we get started with records management?

• Archivist / Records manager can meet with individual departments to help them create individualized retention schedules so everything is clear
• Follow state retention schedule – the records manager is the specialist, can work with an archivist to ensure disposition is smooth and efficient include this when creating your individualized retention schedule
• I recommend hiring a permanent archivist on your staff to oversee accessioning of records into the archives.  If funds are tight, for now, consider appointing a current staff member to annually follow up on the retention schedules laid out for each department by a consultant.
• Work with the state records office and a retention schedule before discarding anything

Outreach

If you spent all this time and money to care for your archives and records, advertise your good work to your community. Flaunt it!

• A consultant can create a web site or brochures advertising your organization, materials and services
• Go to historical society meetings and other places where you can speak about your collections and good work or ask your consultant to do it for you.
• Make your taxpayers feel good about what there money is going towards

What to expect from your consultant

• Can provide references, MLS, MA, and / or Certification
• Your consultant should keep you informed about what is going on every step of the way
• Present your plan (written or otherwise) to your consultant.  If you don’t have a written plan (which is required for outside funding of your project) your consultant can help you create one.  
• I am most comfortable going in and viewing the situation.  I do a brief survey of the collections and listen to the client / employer.  Then I write my preliminary observations to make sure we are all on the same page
• Final Report – handed to client then followed up a couple of weeks later with a meeting to make sure they understand my comments and suggestions
• Your consultant should complete things when she says she will, should be on time, but not expected to punch a clock.  Expect them to show up when they say they will, when you need them and to finish your project on the agreed time barring any unforeseen changes or complications.

 What your consultant may expect from you

• May want a contract or written letter of your agreement
• A consultant is an outsider, but may need access to things town employees have access to.  Make yourself accessible in case your consultant needs assistance or has questions.  Don’t expect your consultant to punch a time clock
• Keep open lines of communication and be honest.  Let the consultant know your feelings and thoughts about the project.  Do you think things are going well?  Do you have any qualms about the process?
• May need you to explain about different types of records – archivist’s specialty is in organization, preservation, planning, research and outreach – she may or may not have worked with your specific types of records before and the project may not be long enough for her to learn about every type of record you own.  Different states / towns call similar materials different names and the names of the materials may change over time.  In Westminster, tried to figure out which records belonged to which department and then sat down with each department head and asked questions
• Pay your consultant on time.  Treat them with courtesy.

Keep up the good work! 

Don’t let it all fall apart once your consultant is no longer under contract.  Consider hiring a permanent archivist or make sure your consultant will be available (and willing) to assist you if / when you need more help.  I am always willing to answer quick questions by phone.  Consider hiring a consultant for different phases of the project.  My most successful client have completed their projects in manageable steps.  You may want your consultant to do a records inventory and advise on preservation needs. You may want hire them again to come back in a year to do arrangement and description once you’ve moved materials to a safe environment. Or, you may want her to help you move materials to that safe environment once a new building has been constructed.

Consider hiring specialists for different phases of the project if necessary.  Hire a records manager familiar with state retention schedules or a cataloging archivist who is especially good at automating collection information.  You can even hire someone who specializes in the type of records you have.  For example, if you work in an historic mill town, you may consider hiring someone who knows about mill history or records.  However, a good generalist can usually serve your purposes.  A good generalist will know the basics and knows where to go to find out more about the details.

***

If you have a records "problem", there is no time like the present to resolve it. Handle your paper records and then prepare to tackle computerized material. Be prepared to cross from hard-copy to the next generation of resources by caring for your public records now, no matter in what condition we might find them.

The Diary Project Continues: Making Connections

Catch up on former Diary Project entries here: http://archivesinfo.blogspot.com/2012/04/mystery-solved-1882-diary-writer.html
***

The cemetery where my diary writer is buried. I now have a
stronger interest in the man who served as a town minister.
Did he officiate over any burials here?

I never made it to Maine over spring break to do diary research. The weather was iffy and time flew by with other things. Despite putting aside the diary for awhile, I do have some news. Recently I was contacted by a gentleman in New Jersey who has been researching the life of the minister who officiated at my diarist's wedding. The researcher came across my last blog post on how I found my diary writer. Based on what I said, he realized that the minister to whom I was referring was probably the one he was researching.

The Internet has opened up so many opportunities for researching and sharing information. Just a  few years ago, this researcher and I probably would have done our work totally separately without any opportunity to share information; without the opportunity to know that the other person existed. Here are some thoughts about this:

• Blogging is great for tracking your life, sharing your views, sharing information and making connections. I've met so many people around the world through participating in social media. These people have influenced my thinking, my career, and my personal life.
• Through the Internet, I have found information about my diarist and connected more easily with archives that have information to assist me.
• I have been able to plan my trips to Maine to do research by using the Internet. I knew virtually nothing about Maine before this project. The Internet has allowed me to set a strategy for my work in a more organized way than I could do without it.

I think we all know the advantages of the Internet...but the value of visiting archives themselves and really making human connections to find information is illustrated by this project. During my last visit to Maine, I visited a repository and queried the assistant there to get information for my research. The repository lacked a finding aid and I needed to rely on the knowledge of the person who was helping me. I asked for church records thinking that marriages would be recorded there and was told that there were none. I needed to backtrack and rethink and re-frame the question. I made a list of other possible materials the archives might have. I asked for records or publications related to marriages in the town. Bingo! None of this information is on the Internet. As much as we would like to think that the Internet is the end all for all our information needs, it is not. In fact, few small repositories have the resources to connect their resources to the digital world. This repository still did not even have their materials "indexed" on paper.

The gentleman I spoke with on the phone has also done some digging for records in Maine. He told me that his minister lived in NJ, Maine, and California. That he always had health issues and seemed to keep moving in part because of these health issues. In addition to being a clergyman he also studied medicine. I suggested that my new friend query the Town Hall for records. In Massachusetts and New Hampshire, old church records fall under the jurisdiction of the Town Clerk when a church goes defunct or can no longer care for its archives. Perhaps he would find some mention of his man in the Town Hall vaults.

In case you're interested - Mass. General Laws Chapter 66 "Section 16. If a church, parish, religious society, monthly meeting of the people called Friends or Quakers, or any similar body of persons who have associated themselves together for holding religious meetings, shall cease for the term of two years to hold such meetings, the persons having the care of any records or registries of such body, or of any officers thereof, shall deliver all such records, except records essential to the control of any property or trust funds belonging to such body, to the custodian of a depository provided by the state organization of the particular denomination or to the clerk of the city or town where such body is situated and such clerk may certify copies thereof upon the payment of the fee as provided by clause (25) of section thirty-four of chapter two hundred and sixty-two. If any such body, the records or registries of which, or of any officers of which, have been so delivered, shall resume meetings under its former name or shall be legally incorporated, either alone or with a similar body, the clerk of such city or town or the custodian of said depository shall, upon written demand by a person duly authorized, deliver such records or registries to him if he shall in writing certify that to the best of his knowledge and belief said meetings are to be continued or such incorporation has been legally completed. The superior court shall have jurisdiction in equity to enforce this section." It is certainly worthwhile for any researchers to understand what records are held in public trust. There are often many records that reflect local citizens lives held by Towns. http://www.malegislature.gov/Laws/GeneralLaws/PartI/TitleX/Chapter66


So here's my thinking today... because my diarist was pharmacist and I now know that his minister was a doctor, I wonder if there connection goes beyond "business." They were both upstanding citizens of the community, considered in the higher echelons of Town life. I wonder if beyond the pulpit, perhaps the "hung out" together? Did they sip tea together? Professionally, did the doctor write any prescriptions that were filled by my pharmacist? I may never know the answers to these questions, but at least now I have another thread to pull.

I think that before summer arrives, I will write to my friends at the Maine State Archives to see if they have any information for me. I will then plan to make a visit this summer. My mentor, who originally worked as the archivist at the Portsmouth Public Library when I was a college student, is now at the Maine Archives. She and I have stayed connected, but we haven't seen each other in over a decade. It's time to catch up. Nancy, here I come!