Archival Outlook 2006-01

4.6 MB·English

by  Society of American Archivists

aarrcchhiivvaall oouuttllooookk
NEWSLETTER
OF THE
SOCIETY OF
AMERICAN
ARCHIVISTS
JAN/FEB 2006
WWW.ARCHIVISTS.ORG
table of contents
aarrcchhiivvaall oouuttllooookk
features
the society of american archivists
Heritage Health Index Finds Millions of Precious Artifacts
at Risk in U.S. Collections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 serves the education and information needs of its
members and provides leadership to help
Making a Difference: SAA Special Funds Contributors . . . . . . . . . 8
ensure the identification, preservation
Get Involved! You Can Help the Profession and use of the nation’s historical record.
While You Build Your Skills Elizabeth Adkins . . . . . . . . . . . . . . . . . . . 10
Raising Public Awareness: Passing on Our
Passion for Archives Tawny Ryan Nelb . . . . . . . . . . . . . . . . . . . . . . . . 11 NANCY P. BEAUMONT
Executive Director
Broadening Perspectives at the 2006
[email protected]
Joint Meeting in D.C. Jennifer Davis McDaid . . . . . . . . . . . . . . . . . . . . 12
TERESA M. BRINATI
More News from SAA: American Archivist,
2006 Ballot, Education, and Advocacy . . . . . . . . . . . . . . . . . . . . . . . 14 Director of Publishing
[email protected]
Honor Thy Colleagues
2006 SAA Awards Competition. . . . . . . . . . . . . . . . . . . . . . . . . . 24 SOLVEIG DESUTTER
Nominate a Fellow Today! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Education Director
[email protected]
columns
BRIAN P. DOYLE
President’s Message: Reconceptualizing and Director of Member and Technical Services
Reengineering the Archival Profession . . . . . . . . . . . . . . . . . . 3 [email protected]
From the Executive Director: My Hero . . . . . . . . . . . . . . . . . . . . . . 4 RODNEY FRANKLIN
From the Archivist of the United States: . . . . . . . . . . . . . . . . . . . 16 Publications Assistant
[email protected]
departments
LEE GONZALEZ
Office Assistant
Washington Beat: President Signs NARA Funding Bill. . . . . . . . 17
[email protected]
National News Clips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
World View: ICA Addresses “Records and CARLOS SALGADO
Archives in a Golden Age” . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Program Coordinator
Currents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 [email protected]
Obituary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
JEANETTE SPEARS
Bulletin Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Member Services Coordinator
Professional Opportunities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 [email protected]
on the cover Archival Outlook (ISSN 1520-3379) is published six
times a year and distributed as a membership benefit
Epidemic Proportions.An especially virulent strain of the bird flu
JA NNAES/ARWOFMCCESHBIELOEI REV2TFTIIY 0CSTT 0AHOET6NRSEF WWW.ARCHIVISTS.ORGaarrcchhiivvaall oouuttllooookk spread from Asia to Europe in 2005. With governments and global by the Society of American Archivists. Contents of the
newsletter may be reproduced in whole or in part
health organizations taking the threat of a flu pandemic seriously,
provided that credit is given. Direct all advertising
a big push is on to develop new and faster ways to make flu vac-
inquiries and general correspondence to:
cines. Nearly 100 years ago, pneumonic plague—a severe flea-
borne bacterial disease affecting the lungs—devastated regions of Teresa M. Brinati, Director of Publishing, Society of
Asia and eventually claimed the lives of more than 40,000. In
American Archivists, 527 S. Wells St., 5th Floor,
1911, Oscar Teague, MD, an Alabama native, accompanied
Chicago, IL 60607; 312/922-0140; fax [phone];
Richard P. Strong, MD, on a fact-finding mission to the Manchurian
[email protected]; www.archivists.org.
province of China. They spent three months in the city of Mukden investigat-
ing the pneumonic plague epidemic while treating patients and conducting ∞Archival Outlookis printed on paper that meets the
research into the cause of the outbreak. Drs. Strong and Teague represented requirements of the American National Standards
the United States at the International Plague Conference, held in China on Institute—Permanence of Paper, ANSI Z39.48-1992.
April 3–28, 1911. Photo courtesy of the UAB Archives, University of Alabama
at Birmingham. Submitted by TIM PENNYCUFFand JENNIFER BECK.
2 | archival outlook • january/february 2006 www.archivists.org
president’s message Richard Pearce-Moses, Arizona State Library and Archives
[email protected]
Reconceptualizing and Reengineering the Archival Profession
I’m convinced that, in order to flourish in the digital including areas that are well covered in existing collec-
era, archivists must be as comfortable working with tions, as well as gaps in that universe. I firmly believe
electronic records as they are with paper records. For that appraisal is the archivists’ single most important
most archivists—possibly for most people—paper is sec- job and the skill that differentiates the profession. We
ond nature. We seldom think much about the activities must look for new uses for information in digital forms
of filing, retrieving, or reading paper records. But for and how technology can be used to find new value in
many, electronic records remain somewhat alien; filing, records.
retrieving, or reading those Archivists acquire materials while protecting
records may require a call to a their authenticity and reliability.The web and
Before we consider how
"geeky" friend or tech support. intranets offer new opportunities to acquire informa-
digital records demand new During the past several tion that was often hard to find. As a result, we have a
months, I have spent a fair chance to build more complete collections. At the same
techniques, we must first amount of time talking with col- time, we must find ways to demonstrate that materials
leagues about the new skills that
captured by the archives (rather than delivered by the
think about how the digital
archivists need to work with
creator) are trustworthy.
digital materials. In a recent
era requires a fundamental Archivists arrange and describe their collec-
conversation, Joan Krizack of
tions to maintain physical and intellectual control
rethinking of what we do. Northeastern University
and to preserve context.Traditionally these practices
reframed the issue, noting that,
were based on the principles of provenance and origi-
"The larger question is, ‘What is our job in the digital
nal order. We focused on aggregates (collections, series,
era?’" Joan’s comment helped shift my attention from
and folders) rather than items to scale the task to a
techniques to purpose, from tactics to strategies. Before
manageable size. Given the exponential growth of elec-
we consider how digital records demand new tech-
tronic records, archivists have a lot to teach others
niques, we must first think about how the digital era
about working with large collections of information.
requires a fundamental rethinking of what we do.
At the same time, we should recognize that the ability
Information technologists and others are staking
to automate the analysis of large collections of digital
claims on archival turf, and the new format is forcing
materials offers new approaches that, for some
significant—potentially revolutionary—changes on our
purposes, may be superior.
profession. This reality poses a very real threat to our
Archivists preserve the materials in their col-
profession if we fail to respond and adapt. Rather than
lections, protecting them from the threats of dete-
reacting with fear, we should embrace the digital era
rioration, disaster, theft, and malicious destruc-
for the new opportunities it provides. We must take
tion.Digital preservation will be more than locks and
advantage of digital materials and technology to
keys, migration, and controlled environments, but will
achieve our core responsibilities in new ways.
include firewalls and robust backups. Preservation pro-
I believe that archivists’ core responsibility is
grams will include media and software migration. The
to help individuals and society remember what is
good news is that the ease of duplicating electronic
important by capturing and protecting records
records means we can keep disaster recovery copies of
that provide authentic and reliable information
about the past.That objective does not change in the all our records offsite.
digital era, nor do the intermediate goals of appraisal, Finally, archivists help patrons find the
physical and intellectual control, reference and access, records they need.Many archivists have successfully
or preservation change. embraced the web as a means to let the world know
Archivists appraise records to identify those of about and gain access to our collections. More and
permanent value.We know how records may be more finding aids and digitized collections are accessi-
used over time, by different audiences for different ble through the Internet, not just in reading rooms.
purposes. We understand the documentary universe, continued on page 23
www.archivists.org archival outlook • january/february 2006 | 3
from the executive director Nancy P. Beaumont • [email protected]
My Hero
Ilost my real-life hero when my dad died on pletely forgotten the appointment. I explained the situ-
November 12. He would have been 90 years old ation to the recruiters and rescheduled for the next
on December 15. week, but realized that I was probably "toast." My dad
“Perk” was a worthy member of the “Greatest assured me that "no decent human being" would hold
Generation”—an appellation in which I firmly believe. this against me. As a Washingtonian at the time, I didn’t
His passion was flying. He graduated from West Point really believe him. . . . But when I called him several
in 1941; took flight training throughout the south and months later to tell him that I’d gotten the job, he
west (my parents once calculated that they had lived in exclaimed, "See, I told you those archivists are decent!
47 different places during their marriage); was a And they’re smart, too!"
squadron commander in the Berlin Airlift; and spent a He adopted archivists and archives more passion-
good portion of his Air Force career running large air- ately than he had emergency medicine or physical
craft maintenance facilities. therapy. He read every issue of Archival Outlookand
His last active-duty assignment was at Davis the American Archivist,asking me questions and shar-
Monthan Air Force Base in Tucson. He saw an oppor- ing his opinions about them. He clipped articles about
tunity at the Military Aircraft Storage and Disposition archives from the Wall Street Journaland the Arizona
Center—the “Boneyard”—to tell a story to future gener- Republic,and never failed to call excitedly when
ations about his passion. He conceived and co-founded “archives” were mentioned on CNN or the network
the Pima Air and Space Museum, which today has news programs.
more than 250 aircraft of all types on display. Much On a visit to my parents’ home in Phoenix last
later, he served on the board of the San Diego September, I returned from the grocery store to hear
Aerospace Museum. both of them yelling for me from the back of the apart-
Dad was always my biggest fan, so it’s no surprise ment. Rushing in breathless, I found both Perk and
to me that he had a strong interest in emergency medi- Jane sitting rapt with attention as Archivist of the
cine when I worked for the American College of United States Allen Weinstein was interviewed on C-
Emergency Physicians, or that he suddenly developed SPAN. A couple of groupies. . . .
a keen understanding of physical therapy issues when Dad proudly displayed our “Archivists make it last
my career took me to the American Physical Therapy longer!” bumper sticker, and referred to it with a twin-
Association. kle in his blue eyes. Although he teased me about
But the move to SAA was special. working with "folks who wear Birkenstocks," he had
Dad fell and broke his hip in January 2003. The grave concerns about the implications of the USA
week before, I had scheduled a phone interview with PATRIOT Act and other challenges to privacy and
the principals of the firm that SAA had hired to recruit access to public records.
a new executive director. When my cell phone rang, I My dad was my champion out of fatherly love. He
was sitting with my dad in his room at the rehab cen- was your champion because he valued preserving the
ter, and the last thing on my mind was being inter- past and making it accessible—and he admired your
viewed for a new (albeit my dream) job. I had com- role in making that happen. (cid:1)
4 | archival outlook • january/february 2006 www.archivists.org
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www.archivists.org archival outlook • january/february 2006 | 5
Heritage Health Index Finds Millions of
Precious Artifacts at Risk in U.S. Collections
Full Report Online at www.heritagehealthindex.org
The first comprehensive survey ever to assess the condition additional generous grants from The Henry Luce Foundation,
of U.S. collections concludes that immediate action is The Samuel H. Kress Foundation, The Bay and Paul Foundations,
needed to prevent the loss of millions of irreplaceable artifacts The Peck Stacpoole Foundation, and The Gladys Krieble
held in public trust. Improper storage conditions and the lack Delmas Foundation.
of realistic disaster planning top the list of chronic problems.
Heritage Preservation, the country’s leading conservation Environment Is the Worst Enemy
advocate, in partnership with the Institute of Museum and
The Heritage Health Index finds that the conditions in
Library Services (IMLS), details these and other findings in A
which objects are stored often pose the chief threat to collec-
Public Trust at Risk: The Heritage Health Index Report on the
tions. Data show that collections in a quarter of American col-
State of America’s Collections.Key findings of the report
lecting institutions are vulnerable to all three of the greatest
include:
threats to delicate objects—fluctuations in temperature, light,
• 80% of U.S. collecting institutions do and humidity—because these institutions
not have an emergency plan to protect report having no environmental controls
collections with staff trained to carry “A Public Trust at Riskconcludes to protect collections.
it out. Sixty-five percent of the collecting
that only very few collecting
institutions in the country reported that
• 65% of collecting institutions have
institutions in the U.S. have parts of their collections have been dam-
experienced damage to collections due
aged in the past due to improper storage.
to improper storage.
enough funding to ensure the Nearly as many reported that they store a
• 190 million objects are in urgent need large part of their collections in areas that
safety of their collections."
of conservation treatment. are overcrowded and therefore suscepti-
ble to damage.
• The most urgent need at U.S. collecting
In A Public Trust at Risk,Heritage Preservation shows that
institutions is environmental control.
millions of historic documents, photographs, and other objects
“A Public Trust at Riskconcludes that only very few col- are kept in areas where they are vulnerable to flooding, over-
lecting institutions in the U.S. have enough funding to ensure heating, light, and infestation by insects. Many are crowded onto
the safety of their collections,” said Debra Hess Norris, chair- shelves, where condition problems go undetected. Others are
person of Heritage Preservation and professor in the Art stored in acidic containers and, thus, are vulnerable to a slow
Conservation Program at the University of Delaware/ decay brought about by leaching acids and other chemicals.
Winterthur. “Heritage Preservation urges private donors and
public officials nationwide to lead new efforts to preserve the Collections Vulnerable to Swift and Catastrophic Loss
nation’s collected heritage, in light of this and other of the
Emergencies are inevitable facts of life, from major disas-
report’s findings.”
ters like Hurricane Katrina to more quotidian occurrences like
The Heritage Health Index survey is unique in examining
leaking water pipes. Yet A Public Trust at Riskfound that fully
the state of preservation across the entire spectrum of collecting
80% of American collecting institutions do not have an emer-
institutions, large and small, from internationally renownedart
gency plan with staff members trained to carry it out.
museums and research libraries to local historical societies and
Extrapolating from that statistic, Heritage Preservation esti-
specialized archives. The report chronicles the preservation
mates that more than 2.6 billion objects are at risk from disas-
needs of 4.8 billion artifacts held in U.S. collections, among
ter striking their home institutions.
them rare books, manuscripts, photographs, prints, maps, films,
“The high percentage of museums, libraries, and other col-
videos, sound recordings, digital materials, sculptures, paint-
lections without an emergency preparedness plan is one of the
ings, drawings, textiles, flags, airplanes, furniture, toys, shells,
surprises of this report, and a cause for alarm,” said Lawrence
animal and plant specimens, fossils, and prehistoric pottery
L. Reger, president of Heritage Preservation. “Every collecting
shards.
institution should have an emergency preparedness plan that
The product of extensive planning and a year-long imple-
includes its collections, and staff should be trained to imple-
mentation process, A Public Trust at Riskwas made possible by
ment the plan.
major support from IMLS and the Getty Foundation, with
continued on page 28
6 | archival outlook • january/february 2006 www.archivists.org
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Making a Difference: SAA Special Funds Contributors
It’s hard to know exactly why people contribute repositories were ravaged by Hurricanes Katrina
their time or money. Most often, we’re told, and Rita. Through the generosity of many, the
individuals are stimulated by a sense of wanting SSA-SAA Emergency Disaster Assistance Fund has
to “give back.” Throughout the summer and fall, raised more than $34,500—and disbursed more
many individuals did, indeed, give back to the than $15,000 in grants to repositories in need.
profession and the Society—by volunteering their SSA volunteers have donated their time to create
time to serve on committees or contributing their and implement a grant review process; SAA has
money to one or more of SAA’s Special Funds. taken on pro bono administration of the program.
The Special Funds extend the reach of the Given the extraordinary hospitality of our hosts
Society’s mission by providing scholarships, pro- at New Orleans 2005 in August, this is one small
gram funding, and awards that benefit the profes- way in which we can “give back”. . . .
sion and its members in many ways. SAA thanks and salutes the following 165
In early September, the Society of Southwest individuals and organizations for their generous
Archivists and SAA joined forces to create a very contributions to the Special Funds from July to
"special" Special Fund with a very "special" mis- December 2005:
sion: To assist our archival colleagues whose
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8 | archival outlook • january/february 2006 www.archivists.org
Honor Roll of Contributors
July 1–December 31, 2005
Contributions of Up to $100
Elizabeth W.Adkins,CA Deborah L.Dandridge Sue Holbert Jane H.Odom Karen Stevens
Barbara Austen Elena S.Danielson Thomas Hyry Kenneth Orosz Leon J.Stout
Charlotte B.Brown Susan Davis Paula Jabloner Diane Rabson Carolyn Hoover
Nancy Beaumont W.N.Davis Jr. Carol Jacobs Bob Razer Sung,CA
Karen Benedict,CA Cheryl Day Jennifer Johnson Deborra A.Richardson Katherine Tane
Edmund Berkeley Megan Floyd Desnoyers Katherine Johnson Carol Roark Nancy J.Taylor
Frank Boles Mark Duffy Emily Jones Carol Roberts Mark G.Thiel,CA
Mary Brooks Larry Eberhardt,OFM Louis E.Jones,CA Kathleen Roe Helen R.Tibbo
Lauren Brown Linda Edgerly Catherine M.Keen David A.Rook Sue R.Topp
Bruce Bruemmer Anne Engelhart Shelly Kelly Phillip M.Runkel F.Jason Torre
Mary Lynn Bryan Ellen M.Engseth Alan King Janice E.Ruth Deborah A.Torres
Debbie Mieko Burns Elaine Engst Kathy J.Koch Angelo J.Salvo Joyce Tovell
Kathleen Burns Timothy L.Ericson Regina L.Koehler Helen W.Samuels Ciaran Trace
Sr.Maria Rita C.Ferraris, Aimee M.Felker Christine T.Laba Gary Saretzky Gregor Trinkaus-Randall
RVM,CA Jania Garcia Diane Lachatanere Jessica Sault Anna Uremovich
Bernadette G.Callery Margaret B.Gardiner Jeanine Lawrence Gerrianne Schaad Sr.Lucy Marie
Richard A.Cameron Ellen Garrison Benjamin Letzler Amy K.Shaffer Vaga,OLMV
Stuart Campbell,CA Nancy Gauss Cynthia P.Lewis Robert L.Schaadt Joan Van Albada
Gwynedd Cannan Lucinda A.Glenn Kathy Marquis Ruth J.Simmons Sr.Mary Alma
Vandervest,SC
Janet M.Carleton Jane Graham Kevin Martin Daardi G.Sizemore
Michale Vitale
La Nina M.Clayton Mark A.Greene Marian Matyn Michael O.Smith
Sarah J.Weatherwax
Thomas Connors,CA Susan Grigg,CA Michael McColgin Cindy Smolovik
Lisa Weber
Terry Cook Jennie Diaz Guilbaud Dennis E.Meissner David Solomon
Bonita Weddle
Emmett Corry Brenda Gunn Teresa Mora Kristy Sorensen
Carolyn M.Weigel
Richard J.Cox Melissa Haley Eva S.Moseley,CA Susan Soy
Linda A.Whitaker
Miriam I.Crawford Karen R.Heinich Kathryn M.Neal Brenda Square
Peter J.Wosh
Leslie Czechowski Linda Henry Margaret F.Nichols Alison Stankrauff
Deborah Wythe
Daria D’Arienzo Linda Hocking Barbara O’Brien Amy Stempler
Elizabeth Yakel
Contributions of $101 to $500 Contributions of $501 to $1,000
Nancy Bartlett Mark H.Jones Academy of Certified Archivists Caroline Loughlin
James B.Byers Martha Everman Jones ARMA Central Texas-Waco Richard Pearce-Moses
William C.Carpenter Kristine Kaske Chapter Scott Schwartz
Capital Area Archivists William W.LeFevre,CA Walter Jones Judith Wiener
of New York Lori Ann Lindberg
Maygene F.Daniels Brenda S.McClurkin
Susan D’Entremont Ben Primer Contributions of $1,001 to $5,000
Jackie M.Dooley Bonnie Scherer
ARMA International Society of Rocky Mountain
Suzanne Durham Ida C.Scott Mid-Atlantic Regional Archives Archivists
Fynnette L.Eaton Darwin Stapleton Conference Society of Southwest Archivists
Loretta Greene Carla M.Summers,CA Society of American Archivists
Peter B.Hirtle The SAA Staff
Randall Jimerson The Society of Alabama Archivists
www.archivists.org archival outlook • january/february 2006 | 9
Get Involved!
You Can Help the Profession While You Build Your Skills…
ELIZABETH ADKINS, Vice President/President-Elect
Serving as a committee or task force member, or as an SAA Background on the Appointments Process
representative to another organization, is one of the greatest
One of the principal duties of SAA’s vice president/
benefits of your membership in the Society of American
president-elect is to appoint people who will serve during his
Archivists. Why? Although volunteering is often seen as altru-
or her term as president. (Keep in mind, though, that most
istic and self-sacrificing, choosing the right position can have
committee appointments are for three years, whereas the SAA
direct rewards to you:
president serves a one-year term.) Typically an Appointments
You’ll gain invaluable experience by volunteering
Committee assists in identifying good candidates for the posi-
within SAA.You’ll have the opportunity to work with some
tions. The committee solicits nominations from the member-
of the best and brightest in the profession. SAA volunteers
ship at large and from current leaders. But the committee also
reflect the Society’s diversity, and watching their different
strongly encourages individuals to volunteer. I’m pleased and
working styles will teach you excellent lessons in leadership
proud that Thomas Battle and John Fleckner have agreed to
and interpersonal skills. And if you aspire to serving in an
serve as the 2006 Appointments Committee.
elected leadership position, committee membership will give
Here are some of the attributes that the vice president/
you the experience and visibility to begin that journey.
president-elect and Appointments Committee look for when
You’ll have a chance to explore many different facets
appointing individuals:
of the profession in depth.Conversations with colleagues
• Expertise, experience, and interest.Committees certainly
result in broad insights into issues and a more nuanced under-
benefit from members who have a background in the tasks
standing of the profession. Participation in SAA committees
at hand. But appointed groups benefit from innovation and
can be an important part of your continuing education, on a
creativity as much as knowledge of established best prac-
par with formal education and workshops.
tices, so your perspective may be just what is needed.
You’ll work with others who are interested in developing
best practices and standards that address a wide range of prob- • Developing leadership in the profession and the
lems. Rather than having to solve these problems on your own, Society.Committees must have members with varying
the committee’s work can give you a head start. levels and types of experience in order to prepare individ-
And, of course, one of the greatest benefits of participating uals to take the reins in the future. Service is a wonderful
in SAA is the number of close friends you’ll make. way to develop your knowledge and skills!
• Commitment and willingness to work.Many commit-
How Do You Get Involved?
tees require a commitment of an hour or two per week on
Find a good fit.Check the list of open appointments
average, although that work may be concentrated into a few
below for a group that might interest you. (See the SAA
bursts of energy. Only you can judge the demands on your
Handbook online at www.archivists.org/governance/handbookfor
time and how much you’re willing to commit to service
more information about the groups.) But don’t limit yourself.
within SAA. It’s important to honor your commitments—at
Consider volunteering in an area that is outside your principal
home, at work, and on an SAA-appointed group. Attendance
interests—so that you expand your horizons!
at committee meetings before the Annual Meeting is not
Come to “Committee Day.”Many committees hold
always required, but it is always strongly encouraged.
meetings on the day before the Annual Meeting. You don’t
have to be appointed to a committee to attend meetings. If you
SAA’s Commitment to Diversity
attend, you’ll be able to participate informally and gain more
visibility in SAA. For a schedule of committee meetings, be The vice president and Appointments Committee seek to
sure to review the 2006 Joint Meeting Preliminary Program ensure that many different perspectives are represented on
when it’s delivered to you in April. committees, including those of different cultures as well as dif-
Speak up!Introduce yourself to those in leadership posi- ferent geographic regions and types of repository.
tions and others on the committee that you may wish to serve, To ensure that as many members as possible can take
either by email or, if you have the chance, in person. advantage of the benefits of volunteering, SAA follows a num-
Volunteer.It’s hard for the members of the SAA Appoint- ber of traditions:
ments Committee to know everyone. Complete a volunteer
application online at www.archivists.org/membership/volunteer. continued on page 27
10 | archival outlook • january/february 2006 www.archivists.org