The Mid-Atlantic Archivist.

24 Pages·2002·81.1 MB·English

by  Mid-Atlantic Regional Archives Conference.

MID
ATLANTIC
ARCHIVIST '""
073~9396
Volume 31/No. 2
From The Editor
I am pleased to take my place • More institution- and people an archives conference in
this month as the new Editor of related news notes throughout another part of the country, or
the Mid-Atlantic Archivist. each issue, including changes the world. Write about any
Working as Associate Editor of employment, grants thing archives-related that you
under the indomitable Susan received, processing projects
think might be of interest to
Aprill this past year has shown completed or undertaken, etc.
your colleagues.
me both how difficult the job of Some happenings deserve
Editor can be, and also how more than a brief mention in Please let me know if you have
rewarding it is. There is no bet the State and Local News. If other things you would like to
ter way to keep up-to-date on you can't write an article, send see in the MAA; I am open to
archives and archivists in the me half a page. Please send me suggestions.
Mid-Atlantic region than to read your news each month, and
One change that will be imple
through newsletter submissions. don't be stingy!
mented with the Summer issue
With Susan's continued help as • More first-person accounts of is the new submission deadlines:
past-Editor and as our new what it means to be an February 15, June 1, August 15,
Advertising Editor, as well as archivist. What do you do and December 1. These new
with the help of Jeff Flannery, each day? How is your archives deadlines will allow the Spring
Tom Frusciano, all of the different from others in the and Fall issues to arrive in your
MARAC Officers, Committee area? What are your biggest mailboxes shortly before the
Chairs, Caucus Representatives, challenges and successes? MARAC conferences, enabling
and the endlessly patient people Please let me know if you'd us to bring you up-to-the
at Communications By Design, like to write about your minute changes, updates, and
I hope to continue Susan's good archival life. additions to conference activities
work in prodding this newsletter right before the event. Hopefully
• Other articles of interest writ
to life every few months. we will all benefit from this
ten by the MARAC
change.
Of course, no publication is ever membership. Have you read a
perfect, and I have my own ideas great archives-related book Katy Rawdon-Faucett
about what might spice up the recently? Write a book review
MAA. Some changes that I and share with the rest of us.
would like to see are: Write about your experience at
Cover image:
All ofTowson awaits the arrival ofM ARAC!
Photo courtesy ofM ary Mannix, 2001.
XXXI/2 c=
Table Of Contents
C2 From The Editor
2 From The Chair
3 Steering Committee Minutes
5 Treasurer's Report
6 Testimony: The Records of Mayor Giuliani
7 Welcome New Members!
8 Choosing a New Electronic Records Storage Media
9 Internship Available at the Smithsonian Institution Archives
10 Towson Welcomes MARAC! Spring 2002 Conference Updates
11 Arline Custer Memorial Award Call for Submissions
11 Rutgers Receives "Save America's Treasures" Grant
11 Wanted: Associate Editor for the Mid-Atlantic Archivist
12 State and Local News
14 Call for Proposals: MARAC Administrative Services
16 MARAC Office Has Moved!
19 Results of the MARAC Membership Survey
21 Preservation News
Errata: Two Towson photo
graphs were misidentified in
the Fall 20011 Winter 2002
COMPLETE LIBRARY BINDING
issue (pages 22 and 23). The
& CONSERVATION SERVICES photograph identified as the
Baltimore County Courthouse
CUSTOM DESIGNED ENCLOSURES CONSERVATION
is Towson University and
GOLD STAMPING/EMBOSSING RESTORATION
the photograph identified as
REPORTS & MINUTES • LEGAL BRIEFS DEACIDIFICATION Townson (sic) University is
DESKTOP PUBLISHED BOOKS ENCAPSULATION the Baltimore County
SHORT RUN EDITION BINDING PRESERVATION PHOTOCOPYING Courthouse. We apologize
for the confusion_
SPECIAL HAND BINDING
W e a'le dedicated to Advertisers
c'la/tsrnanship and unde'lstand
TRAPP
the need .fo'l consistent quality
Ocker & Trapp Library
L I B R A R Y B I N D E R V, I N C. and e}!icient se'lvice
Bindery, Inc. ....... .... . 1
17A PALISADE AVE • EMERSON, NJ. 07630-0314 • www.ockerandtrapp.com
TEL: [phone] OR 1-800-253-0262 • FAX: [phone] • E-Mail: [email protected]
Archival Products ....... 18
=JMARAC
From The Chair
The Winter Steering Committee alterations to the by-laws, it will K&A provides valuable services
meeting produced two recom be necessary to seek approval dur for MARAC, but like all services,
mendations to be considered at ing the business meeting. it comes at a cost. Our contract
an upcoming business meeting, expires in July, and the Ad Hoc
I would like to draw your atten
most likely in Towson. The first Committee on Administrative
tion to two articles of note in
recommendation is to convert Services will be soliciting and
this issue. Geof Huth's testimo
the current Ad Hoc Committee carefully reviewing proposals with
ny on behalf of MARAC
for Development into a perma the hope of achieving our goals
regarding the Rudy Giuliani
nent standing committee. This and staying within budget.
mayoral records controversy
committee was created to moni
tor investment decisions for the highlights issues important to all Finally, a big round of thanks to
MARAC endowment fund. archivists. Jim Stimpert's discus Susan Hamburger and Jim
Conversion to permanent status sion of the results of the recent Cassedy, who by diligent and
will regularize its activities, and membership survey on confer quick effort, helped secure a new
help stimulate the fund's ences may provoke some domain name for the MARAC
growth. thought and provide future web site. Our web site can now
direction for how MARAC con be accessed by using the address
The other recommendation ducts its conferences. <http:/ /www.marac.info>.
involves the selection of the
Chair of the Arline Custer The ongoing quest to balance Jeff Flannery
Award Committee. The current MARAC's services and costs con
method is for the MARAC tinues. The essential puzzle is
Chair to appoint the Custer how to maintain MARAC's need
Award Committee Chair. The to provide an affordable confer
proposed change would have the ence, particularly for new
Custer Chair selected on the members who need it the most
basis of the candidate who gar and who may be starting their
ners the most votes during an careers on the modest end of the
election. The change hopefully salary scale. One of our biggest
would ensure a speedier and expenses is MARAC's contract
smoother transition. Because for administrative services, cur
these recommendations involve rently with Kimball & Associates.
XXXI/2 c=
Steering Committee Summary -Winter 2002
February 1, 2002, University of Program co-chairs are Danna Bell finish their terms in May 2002.
Baltimore Special Collections Library Russel and Susan McElrath, and
Margaret Burri and Mary Mannix are TREASURER
The meeting called to order at 11 :25
the LAC co-chairs. There will be 21
a.m. The minutes for the Fall 2001 First quarter income came from
sessions in four tracks: preservation,
meeting were approved. dues, publication sales, publication
access, management, and special
advertising, bank interest, Fall 2001
focus; a plenary session featuring a
CHAIR conference income, and contribu
panel discussion; Luncheon speaker
tions. Expenses included Delaware
Report from K&A: Seasonal shifts Dr. William Noel, curator of manu franchise tax, K&A management
in membership totals were discussed, scripts at the Walters Art Museum; fees, caucus mailings and programs,
and K&A problems with bill details reception at the Maryland Historical Steering Committee reimbursement,
Society; and lots of wonderful tours.
and delays in posting Richmond con Membership Development mailing,
ference expenses were reviewed. The Fall 2002 meeting membership renewal notices, MAl
(Poughkeepsie, NY, October 23-26)
Sending notices to Caucus scholarship, Custer Awards, and Fall
will be a joint meeting with NEA (New
Representatives of new members, via 2001 conference costs.
e-mail, was recommended. England Archivists) and MARAC. The The final financial information from
Program co-chairs are Alison Oswald
Ad Hoc Committee for Administra the Richmond meeting indicates that
(MARAC) and Barbara Austen (NEA),
tive Services: A notice in MM to solicit profits totalled $5,508.11. The recom
and the LAC co-chairs are Christine
offers was discussed. Sharon Pullen's mendation to drop the required profit
Crawford-Oppenheimer and Brian
offer was withdrawn. A solicitation line on the final report was approved.
Keough. There will be 16 sessions,
from a firm in Chicago will be MARAC's IRS tax returns were com
many of which are already in place. The
reviewed, and previous offers were dis pleted and mailed on January 2, 2002.
luncheon speaker will be Dr. Edward
cussed. The K&A contract ends July The Ad Hoc Development
Tenner, author of Technology Bites Back.
2002. Committee has been charged with
For the Spring 2003 meeting
Ad Hoc Committee for Educational investing the initial Endowment
(Trenton, NJ, April24-26), Karl
Endowment: The investment risk pro Fund gift according to the donor's
Niederer and Ben Primer are the
file was reviewed, the first step in stipulations. The Steering
LAC co-chairs, and have a draft con
developing an investment policy. L. Committee approved the Finance
tract in hand from the Lafayette Yard
Mangiafico drafted language for a com and Ad Hoc Committees' recom
Marriott Conference Hotel. MARAC
mittee charge, which was reviewed for mendations to have an investment
is still looking for Program co-chairs.
both context and direction. A motion contract with Jerry Cannizzaro.
Pam Whitenack and Christine
was made to create a standing Currently, the funds are in the
Amadure have agreed to be LAC co
Development Committee. Rules and money market account. Eventually,
chairs (with help from David Hedrick)
procedures for the Committee will be half of the $30,000 in the
for the Fall2003 (Gettysburg, PA)
submitted at the Spring Steering Endowment Fund will be invested
meeting. Jim Gerencser and Karen
Committee meeting. The motion was with the Vanguard Group and the
approved. Drickarner will be Program co-chairs. other half will be placed in a CD or
A letter to the Subcommittee on They are looking at the Gettysburg Treasury Bonds. Contributions will
Government Operations regarding Hotel for accommodations and meet be divided into restricted
mg room space.
Executive Order 13233 was submitted. (Endowment Fund) and unrestricted
A letter from the University of Danna Bell-Russel has been look (Operating Fund) contributions.
Maryland Student Services office ing for suitable accommodations for These choices will be noted on the
regarding a College Partnership with the Spring 2004 meeting in Silver next dues announcement.
MARAC was discussed. Jeff Flannery Spring, MD. At the request of the Custer Award
will meet with the appropriate officers. It was suggested that something Committee, the Finance Committee
must be done about getting a has voted to change the "Guidelines for
VICE CHAIR AND MEETINGS vendor/exhibit/ads liaison. Budget Requests" to include the pay
COORDINATING (MCC) The Meetings Coordinating ment of Saturday breakfast at the
Committee welcome any suggestions conference or reception guest ticket
The Spring 2002 meeting for membership on MCC; Paul
(Towson, MD, April 17-20) Lasewicz and Marsha Trimble will SEE STEERING COMMITIEE ON PAGE 4
<6; MARAC
STEERING COMMIITEE FROM PAGE 3 An e-mail notice was sent out to years, and following that pattern, we
the Caucus Reps on January 8 with a should have done one in 2001. Jim
(depending on when the award win list of those members in their caucus Stimpert has volunteered his assistance
ners will be announced) for recipients who had not renewed and would be again with tabulating the results.
of the award who are non-MARAC dropped. Draft questions were reviewed.
members. The request would not State Caucus memberships are as
include registration fees or lodging. If follows: DC-169; DE-28; MD-137; Education
recipients want to attend the entire NJ-119; NY-224; PA-191; VA-134;
conference, they will be expected to WV-13. Please keep in mind that The Fall 2001 workshops all came
register and pay the fees. Currently, the some members belong to more than off as planned and were well received.
committees can budget for copies, one caucus, so the state caucus totals There will be three one-day workshops
postage, supplies, printing, and the will nor equal the total membership. for the Spring 2002 meeting. They are:
amount for the awards given. This 1) "First Class Exhibits on a Fourth
added "expense to be budgeted" would COMMITTEES Class Budget: Producing Professional
only be for the Custer Award and the Displays with Limited Resources" by
Finding Aids Award Committees. Development Laura Baxley, Assistant Keeper, North
The check/database set-up with Carolina Collection Gallery, University
K&A is continuing to work well Jerry Cannizzaro offered MARAC of North Carolina at Chapel Hill. Fee:
although some difficulty getting spe his standard contract for review. $70.00 2) "Strategies for Managing
cific details concerning K&A Copies were sent to Development, Archives and Records on Web Sires" by
expenses has arisen. Steering and Finance Committee Tom Ruller, New York State Education
Cheryl Stadel-Bevans has been members. Jerry also provided an Department, Division of Information
appointed to the Finance Committee. "investment attitude risk question Technology Services. Fee: $65.00 3)
naire" for committee review. A "Doing Oral History" by Donald
ARCHIVIST motion was made to approve the Ritchie of the Senate Historical Office
Cannizzaro contract. The motion and Anne Ritchie of the National
The Archivist has fielded several was approved. Gallery of Art, Gallery Archives. Fee:
queries about the Archives as well as Draft language to describe the mis $60.00
accepting several new accessions, and sion, composition, and operations of The Committee developed announce
working on new award certificates for the Development Committee as it is ments about the new workshop
MARAC service awards. upgraded to a standing committee scholarship and travel awards, and the
The Archivist also worked with our was reviewed. revised MAl and meeting scholarships.
Information Technology staff in the The announcements are posted on the
creation of a simplified URL for Membership Development MARAC website and have been placed
MARAC . The University of Maryland No membership recruitment cam in the Winter newsletter. Scholarship
is the host server for MARAC website. paign was conducted in the Fall. winner Sherri Bagley of the Library of
In addition, the Archivist approached Some brochures have been distributed Virginia attended the Modern Archives
the LAC for the Poughkeepsie meeting Institute on a MARAC scholarship.
to individuals holding workshops in
with ideas on marking the 30th
their repositories upon request, and
anniversary of MARAC (Fall/72 to Arline Custer Memorial Award
are currently available. The brochures
Fall/02), and will continue to work
with the New York folks on these ideas. will be reprinted this spring with the Marisa Keller has volunteered to
new MARAC URL. Since the serve as Junior Co-Chair this year and
ADMINISTRATOR Richmond meeting, there have been Senior Co-Chair next year. A first
17 new members; the majority of announcement for submissions has
Current membership is 943. Records those joined in January. been distributed and two requests for
for 165 members were removed from Derek Gray from SUNY-Albany additional information have been
rhe database during the dues renewal has been appointed to the received. A motion was made to change
process, as they indicated no interest Committee. The Committee has one the bylaws to reflect roles of Chair and
in MARAC membership, or did nor additional opening available. Co-chairs for this committee. The
respond. Those records are nor delet The Committee is interested in motion was approved. Bylaws changes
ed but simply moved to another table reprising the mini-survey for the next must be submitted to the membership
for future use. Of current member membership renewal. In the past at the Spring business meeting.
ship, 860 are Regular members and 10-12 years, MARAC has done a
83 are Student/Retired members. membership survey about every 5 SEE STEERING COMMITTEE ON PAGE 9
XXXI/2 ~
Treasurer's Report, Fiscal Year 2002
October 1, 2001-December 31, 2001
Category Budget 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total %of Budget 2001 Actual
REVENUE AND SUPPORT
Membership Dues $37,000.00 $6,112.00 $0.00 $0.00 $0.00 $6,112.00 17% $36,207.00
Publications Sales $500.00 $471.05 $0.00 $0.00 $0.00 $471.05 94% $814.46
Pub. Advertising $900.00 $0.00 $0.00 $0.00 $0.00 $0.00 0% $1,110.00
Bank Interest $3,400.00 $293.68 $0.00 $0.00 $0.00 $293.68 9% $3,328.65
Conferences $8,000.00 $19,704.61 $0.00 $0.00 $0.00 $19,704.61 246% $52,912.67
Mailing List Sales $100.00 $0.00 $0.00 $0.00 $0.00 $0.00 0% $150.00
Contributions $6,000.00 $277.00 $0.00 $0.00 $0.00 $277.00 5% $5,029.00
Miscellaneous $100.00 $0.00 $0.00 $0.00 $0.00 $0.00 0% $53.70
Total Revenue-Support $56,000.00 $26,858.34 $0.00 $0.00 $0.00 $26,858.34 48% $99,605.48
EXPENSES
General $1,300.00 $20.00 $0.00 $0.00 $0.00 $20.00 2% $1,680.50
Administrator $28,690.00 $6,690.37 $0.00 $0.00 $0.00 $6,690.37 23% $30,409.94
Treasurer $600.00 ($22.79) $0.00 $0.00 $0.00 ($22.79) -4% $3,668.08
State Caucuses $688.00 $111.77 $0.00 $0.00 $0.00 $111.77 16% $89.02
Committees $3,110.00 $103.01 $0.00 $0.00 $0.00 $103.01 3% $1,912.24
Publications $16,300.00 $0.00 $0.00 $0.00 $0.00 $0.00 0% $16,097.46
MARAC Archivist $400.00 $0.00 $0.00 $0.00 $0.00 $0.00 0% $0.00
Awards $800.00 $300.00 $0.00 $0.00 $0.00 $300.00 38% $700.00
Conference Expenses $0.00 $18,082.38 $0.00 $0.00 $0.00 $18,082.38 0% $28,712.27
MARAC Scholarship $4,112.00 $645.00 $0.00 $0.00 $0.00 $645.00 0% $0.00
Miscellaneous $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 0% $0.00
Total Expenses $56,000.00 $25,929.74 $0.00 $0.00 $0.00 $25,929.74 46% $83,269.51
NET INCOME or (LOSS) $0.00 $928.60 $0.00 $0.00 $0.00 $928.60
SUMMARY-FIRST QUARTER FY 2002 FUND OPENING CREDITS DEBITS CLOSING
Opening Balance $127,638.91 Operating $41,253.14 $26,287.66 ($25,929.74) $41,611.06
Income $26,858.34 Endowment $30,385.77 $570.68 $30,956.45
Expenses ($25,929.74) Reserve $56,000.00 $56,000.00
Closing Balance $128,567.51 Totals $127,638.91 $26,858.34 ($25,929.74) $128,567.51
Cash Accounts
Checking Accts.: $40,182.46
Savings Accts.: $88,385.05
Cert. of Deposit: $0.00
Total $128,567.51
~MARAC
Archives & Preservation of History: Mayor Giuliani's Records
Testimony to the New York City Committee on Governmental Operations Concerning
DORIS and the Law Department
Former Mayor of New York City concerns regarding the transfer of I have never seen an archives that
Rudolph Giuliani moved his may former Mayor Rudolph Giuliani's matches the breadth and profession ,,
oral papers to a private storage mayoral papers to a private entity. alism of that of the City of New
facility in Queens as a first step in York. The quantity of records it
the establishment of the Rudolph Foremost, we believe that the entire holds, the number of researchers it .,
W. Giuliani Center for Urban endeavor is bad public policy. City serves, the number of requests it
Affairs. The archival community, records are public records that the answers, the quality of the staff, and
including MARAC, has expressed city should maintain for the benefit the range of services it provides are
dismay at this turn of events, which of the public. The democratic ideals unparalleled in local government.
has taken the records from the con of our country require an informed And this archives is bigger and more
trol of the city archives and which citizenry, and much of the informa robust even than many state
raises questions concerning public tion citizens need is information archives. So what -we have to ask
access to these public records. about the operation of the govern - is the benefit to the public of mov
ment. The transfer of records to the ing government records out of the
MARAC has signed a petition to Rudolph W Giuliani Center for direct control of this government?
current Mayor Michael R. Urban Affairs will disrupt acceptable
Bloomberg arguing that this action access to the public records of former We do grant that there certainly may
by Giuliani and the City of New Mayor Giuliani in two ways. First, be, within the mayoral papers of
York is unsound public policy and the center will not be able to provide Rudolph Giuliani, records that are
poor archival practice. Mayor adequate access immediately to the his private papers and which are not
Bloomberg, however, has shown lit records because at present it has no therefore government records. We
tle interest in the disposition of facility for making records available. believe that the City of New York
these records. Currently the center is merely a stor has no claim to these records, and
age facility. Second, the center will that the citizens of this city similarly
On February 20, 2002, a coalition
deal unfairly with the public's right have no right to insist on access to
of archivists, historians and public
to access by giving preferred access to these records. However, we believe
policy advocates gave testimony
employees of a private organization that the professional archivists of
before New York City's Committee
(the Giuliani Center) over the rights DORIS are the best equipped to sep
on Governmental Operations
of the public. arate the city's records from those of
opposing the transfer of Giuliani's
the private person, Rudolph
mayoral papers to the Giuliani
What makes the transfer of these Giuliani. Why? Because they work
Center. Geof Huth, New York State
records even more disturbing is that daily with the archival records of the
Caucus Chair, spoke on behalf of
the City of New York runs its own city, they recognize what makes a
MARAC, and part of his testimony
archives, part of the Department of record an official government record,
appears below.
Records and Information Services (or and they will labor fairly to identify
I am here representing the Mid DORIS), and this archives currently these records. Dozens of times I have
Atlantic Regional Archives maintains the official permanent seen situations across the state where
Conference (or MARAC), an organi records of the city. This archives has former government officials main
zation of approximately 1,100 storage facilities, reference facilities tained their own records and the
archivists from an area covering New for researchers, as well as full-time official records of their governments
York State to Virginia. I am the conservators and professional intermixed, and the outcome is
MARAC caucus chair for New York archivists. This archives, although in always the same: at least some part of
State, in which role I represent the need of improvement as all archives the official record is lost. Sometimes
interests of our members from the are, is one of the jewels of the State the records have vanished, other
State of New York, many of whom of New York. I have personally visit times they are sold as if they were
live and work in this city. MARAC ed hundreds of local government private papers, and frequently
appreciates this chance the Council archives across the state, including
has provided us to make known our many in very large governments, yet SEE TEST IM 0 N Y ON PAGE 7
XXXI/2 ~
Welcome New Members!
Rebecca Brooks, Nabb Research Center Nancy Derevjanik, Kristen Mickey,
for Delmarva History & Culture The johns Hopkins University History Associates Incorporated
Stacie Byas, Nan T. Ernst, Library ofC ongress Jennifer Morris, Anacostia Museum of
NARA-Mid Atlantic Region Walter Fort, The Library ofVirginia the Smithsonian Institute
Bridget Arthur Clancy, Brooke Fox, Kathleen Parker,
Presbyterian Historical Society, History Associates Incorporated ~st Virginia ~sleyan College
Philadelphia
Cynthia T. Harris, Katherine Ryner,
Mary Beth Corrigan, Riggr Bank Jersey City Free Public Library St. Mary's College ofM aryland
Sister Martha Counihan, Jeanne D. Hartog, Lynn Jones Stewart,
College ofN ew Rochelle George C Marshall Research Library National Agricultural Library
Clarence Davis, D.C Archives Cynthia Hiris, AICPA Michael Walsh, M.M.,
Sarah R. Demb, National Museum of Christina Hostetter, Maryknoll Mission Archives
the American Indian Folger Shakespeare Library
TESTIMONY FROM PAGE 6 City of New York will be easier to be managed and maintained by the
understand when maintained in the Municipal Archives. We believe that
enough they are destroyed even context of the rest of the archival if these changes are not made, then
though they should have been records of the city. If a researcher future mayoral papers may end up
retained permanently. This is a result twenty years from now tries to out of the control of the city itself
the City of New York should be sure understand the significance of an And we believe that, without these
to avoid. issue in the mayor's correspondence, changes, the citizens of this city can
having this correspondence managed never be promised full government
To transfer the records to a private
by the same organization and stored accountability.
organization is to abrogate the city's
together with related records from
responsibility to preserve and make With all these issues in mind, the
other city offices will make the
available its historical records. An members of the Mid-Atlantic
records easier to interpret. To segre
employee of the Giuliani Center Regional Archives Conference urge
gate the mayor's papers from the
made the unfair observation that you to revoke the agreement trans
other archives of the city is to isolate
DORIS was little more than a "dusty ferring former Mayor Giuliani's
them from the body of the city's
archives," but that person ignored records out of the custody of the
records, which will only serve to
what it is that makes an archives City of New York and to ensure
damage the warp and weft of the
dusty: neglect. If the City of New their safe return to the city archives.
historical record.
York wants to retain its status as a This change will help protect the
beacon of democracy, it needs to value and accessibility of these
One solution that MARAC sees to
determine how best to fund its own important records for years to come.
the problem that we are facing right
archives so that no one will eve.r MARAC makes these statements not
now (the transfer of mayoral records
again suggest that a better repository to be confrontational but to protect
to a private entity) is for the city to
for the city's records is elsewhere. the public interest. And we make
redraft its records law, making sure it
these statements promising to pro
One of the important reasons the prohibits the transfer any of its offi
vide any assistance we can to help
city has for maintaining its own cial permanent records into private
make our suggestions possible. We
archives is that records naturally custody. We believe the city's records
offer our professional advice and
make more sense in a group than in law should plainly state that records
assistance to help the city modify its
their separate parts. For example, a produced or received by the govern
records law or address any issues
single letter between two people ment of the City of New York in the
related to the public's right to access
makes the most sense when it is read conduct of official business are public
to government records.
in the context of a longstanding cor records. We believe the records law
respondence. Similarly, the records should state that all permanent GeofHuth
of the Office of the Mayor of the records of the City of New York must New York State Archives
=")MARAC
Choosing a New Electronic Records Storage Media:
What Are the Archival Implications?
The fo/Jowing is a summary ofa presentation by Merrisue D'Achille during the Fa/12001 MARAC Meeting in Richmond, m.
The session was "Reality Bytes: Experiences in Electronic Records Preservation Programs."
Merrisue D'Achille discussed questions 4. What is the effect on current stack any way impact (positively or negative
that archivists should consider when space? Will shelving need to be altered? ly) the archival institution's mission?
choosing preservation media. Using the
5. Can this new storage media 20. Are there currently storage media
National Archives as an example, she
operate with the existing systems developed and in use which are com
emphasized that preservation will not
{operating, cataloging, etc.)? patible with the new storage media?
be best served by 'cutting-edge' tech
6. What is the value added, in terms
nology, but by media of demonstrated This list of criteria established above is
of byte size, speed, ease of use, etc?
reliability. The rapidly growing hold merely the framework to use when
ings of the National Archives, now over 7. How durable is the new media? researching the electronic record stor
600,000 files totaling some 600 giga 8. What is the expected life of the age media market. These questions are
bytes of data on over 12,000 tape media (how long can staff be sure useful to first determine if a switch is
cartridges, will soon force a change in that the integrity of the data is not indeed necessary at the time. From
its current preservation media: the compromised)? that point, identifYing the answers to
3480-class cartridge. A new medium these questions can help to narrow the
will be chosen based on its availability, 9. How popular is this media? Is it realm of storage media to a more man
an accepted form of archival preser
durability, density and speed as well as ageable choice of perhaps two or three
vation media?
how it can be integrated into the cur different technologies. It is unlikely
rent computer operating system, 10. Does this media comply with that, after answering these questions,
shelving structures and work proce current technology standards? one storage media will emerge as the
dures. A strategy on how to migrate
11. What are the views of this option perfectly suited for the archival
files from the old media to the new media from the archival community? institution's current needs. Therefore,
media will have to be developed.
these criteria must be prioritized in
12. When is this new media need
order to assist in accurately choosing a
Listed below are 20 questions which, at ed? Is this an immediate need?
new storage media that will best serve
a minimum, must be examined and
13. How easy will the migration of the electronic records storage needs in
fully answered when investigating new
data from current to new media be? the present and into the future. For
storage media. These questions reflect
the unique technical and archival needs 14. How reliable is this media? Have instance, it may be determined that
of preserving historical records. Using there been any documented cases of priority should be given to storage
data loss or difficulty in using the media which is made with well-estab
these questions as a guideline for exam
media to recover data? lished technology, has solid technical
ining storage media will help bring
support, is developed in line with cur
structure to an otherwise complex task. 15. Is technical support available
rently accepted technology standards,
from the provider?
1. Is this new storage media technol and is well-tested in the archival com
ogy compatible with the existing 16. What is the future need for the munity. In general, it is usually not the
storage media currently in use to pre archival institution? Can it be pre goal of an archival institution to main
serve electronic records? dicted that this media will adequately tain its electronic records holdings on
serve their archival needs for preserv technology which is considered "cut
2. What is the cost of this storage
ing electronic records for many years ting edge." An archival preservation
media?
into the future? program does not need the biggest,
-Per unit
17. What media is currently used by fastest or newest storage media. It
-Per byte I'
other archival institutions? needs reliable, durable and proven
-Any costs associated with
storage media.
changing system {operating 18. How will the new media affect
systems, new drives, space for current work processes {cataloging,
Greg LaMotta
drives, retraining staff, etc.) grouping of records on one unit of Center for Electronic Records
media, etc.)?
3. What amount of staff training National Archives and Records
will be needed? 19. Does switching to a new media in Administration