The Mid-Atlantic archivist.

32 Pages·2000·1.8 MB·English

^1 MID-ATLANTIC REGIONAL ARCHIVES CONFERENCE
'\m\d-
^^^^^^^^
^^
d^>1RCHII/IST
ISSN 0738-9396
VOLUME d^/No2 SPRING 2000
TALES FROM THE BASEMENT
"Buccleuch Mansion'1925
Photographer-VanDervecr
Digitized by the Internet Archive
2014
in
https://archive.org/details/midatlanticarchi2922unse
BUCCLEUCH MANSION
New Brunswick, May 18-20, 2000
CLIMB DOWN FROM THE IVORY TOWER
and come listen in New Brunswick. "Talesfrom the Basement:
Managing People, Time, and Technology in the Archives' offers
sessions and workshops designed to share the practical wisdom
and experiences ofeffective archival managers. Beyond the
?theory taught in school, archivists need the art and skill
of rnanaging human resources, budgets, and the politics of
archival advocacy. Personnel topics range from using contract
employees, to replacing longtime employees and recruiting in
the corporate world. Several sessions will focus on effective
management of technology, such as adapting web sites to meet
needs ofthe visually impaired as well as developing expertise
in handling electronic records. Advocacy and action will be
encouraged in all sessions, whether the topic is budget defense,
staffing needs or internal outreach. From distance learning to
the ephemeral world ofdance, these sessions convey tales from
the basement, the realm of the practicing archivist.
About the cover:
Constructed in 1739, New Brunswick's stately Buccleuch Mansion graces our
cover in this 1925 image, courtesy ofSpecial Collections and University Archives
at Rutgers University. The Georgian manse quartered redcoats in 1777, but will
enjoy a much more pleasant occupation as the site ofK4ARAC's Friday evening
reception on May 19.
XXX/2
TABLE OF CONTENTS
01 Introduction
04 From the Chair
08 Steering Committee Meeting Summary
1 1 Treasurer's Report, FY 1999
12 One Of Our Own
14 New Brunswick When
&
16 State Local News
22 Preservation News
24 New Members
25 Extras
26 Leonard Rapport MAI Scholarship
27 Meeting Scholarships
27 Finding Aids Awards
3 ^f^^
^
MARAC
FROM THE CHAIR
MARAC
It is spring, and the Spring 2000 Conference is almost here.
I am looking forward to New Brunswick, and have been following
MARAC
the conference planning with interest. The last conference
in New Brunswick was Spring 1990. Because I was the Local
Arrangements Chair for the Fall 1990 conference in vMexandria, VA, I
was particularly concerned with how the New Brunswick planning
committee put that conference together. It was a very well organized
conference, carried out very well. I am sure that this conference will
also be excellent. If the work and efforts of the Local Arrangements
Committee with Erika Gorder and Steve Dalina as Co-Chairs, and
the Program Committee under Co-Chairs Rebecca Johnson Melvin
and Paul Lasewicz are any indication, this will be a well organized and
executed affair. I am also sure that it will be well attended. I encour-
age all ofyou to put this conference on your "must go" list.
As I write this article in late February, I am forming a committee to
review MARAC's contract with Kimball and Associates (K&A).
Many ofyou are aware that K&A has become very much involved in
MARAC activities, carrying out many tasks that the membership had
K&A
previously done. has been involved in everything from the new
membership directory to writing the individual checks to pay
MARAC's expenses. This committee will review MARAC's progress
with K&A and determine how to approach the renewal ofthis con-
tact, which expires on June 30, 2000. Any member with a view on
this issue should feel free to contact me. The committee wants to
have as much information as possible for the contract review process.
MARAC
has applied to the IRS to change its tax exempt status.
We are currently a 501(c)(6) organization, a tax exempt business
We
or professional organization. are seeking 501(c)(3) status, to
MARAC
make a tax-exempt educational/charitable organization and
allow us to operate a little differently. For example, anyone making a
MARAC
contribution to will be able to take a deduction at income
MARAC
tax time. will also be able to broaden the exemption that
we have from paying some state and local sales taxes. We hope for a
positive outcome to this application.
XXX/2
FROM THE CHAIR
MARAC
elections are here, and by the time you receive this
newsletter, you should have voted. As I tell attendees of the new
members' meeting at each conference, we are a participatory organi-
MARAC
zation. is an outstanding professional archival organiza-
tion because its members put forth the energy and expertise to
make it so. In looking at the election ballot, I noted a mixture of
both new and experienced individuals, a very positive sign.
MARAC
needs both veteran archivists and those new to the profes-
MARAC
sion. Ifyou have not taken part in activities, I encourage
you to consider becoming involved. Your archival experience will
MARAC
be broadened, and will benefit from your service.
Think about
it.
See you in New Brunswick.
James Byers,Chair
Archives ofAmerican Art
Smithsonian Institution
Phone: [phone]
[email protected]
^1
5
Archival Issues
The Journal of the Midwest Archives Conference
Published twice annually and circulated throughout the United States and the English-
speakingworld, ArchivalIssuesis the United States' other archival journal.
All submission are refereed, and the Editorial Board ofArchivalIssuesstrives to publish
diverse and stimulating articles that will interest and educate archivists in a wide variety
ofinstitutions and at different career stages. Recent and upcoming articles include an
analysis ot public perceptions of archives, a major reappraisal case study, a look at EAD
obstacles and opportunities, a provocative essay on archival education, and an overview
ofevolving electronic records theory and practice.
While thejournal receives and publishes submission from throughout the United
States, the Editorial Board is especially interested in publishing excellent papers present-
ed at major regional conferences, and in particularwould welcome submission from
MARAC meetings. Submissions by students in graduate programs are also encouraged.
And in the frugal tradition ofthe U.S. heartland - a subscription costs only $20 per
year. Visit our Web page at http://www.iiiidwestarchives.org/ai.htm.
To submit an article, To subscribe, contact:
contact:
Barbara L. Floyd
Mark A. Greene William S. Carlson Library
Minnesota Historical Society University ofToledo
345 Kellogg Blvd. West 2801 W. Bancroft Street
MN OH
St. Paul 55102 Toledo 43606
Phone: [phone] Phone: [phone]
Fax: [phone] Fax: [phone]
[email protected] [email protected]
/1TL/1NTIC
/1RCHII/IST
MARAC Service Award Request Form
This award is given to individuals who have been long-standing, hard-working
members ofMARAC, and who have made significant contributions to the organiza-
tion. Those involved with MARAC committees (Membership, Local Arrangements,
Program, Ad-hoc Committees, etc.) have been past recipients. Any individual who
has contributed to making MARAC a successful organization in any way can be
nominated for the ServiceAward.
Name ofperson to be recognized. Record name as it should appear on the
certificate. Check spelling ofname and proper form ofname (nicknames, etc.).
Outstanding service preformed by individual. Provide specific details; prepare
draft for text ofcertificate.
Submit to the Outreach Committee by April 28, 2000.
Michelle M. Powers
Rockefeller Archive Center
15 Dayton Avenue
NY
Sleepy Hollow, 10591
[email protected]
For Outreach Committee use (recorddateofaction, decisions made)
Outreach Committee Review:
Steering Committee Review:
MARAC
Information given to Archivist for preparation ofcertificate:
(six to eight weeks before the meeting)
Completed certificate give to Outreach Committee for Presentation:
Presented at Breakfast Meeting: Submitted by:
Mailed certificate to recipient: Date:
MARAC STEERING COMMITTEE MINUTES
February 11. 2000 It was reported that membership B. Upcoming meetings
Maryland Historical Society fell from roughly 1 100 last year to • For New Brunswick NJ
Baltimore, Maryland 850. The 1999 administrator's report (May 18-20, 2000) $2,500 in dona-
and membership figures will be tions has been raised toward the
CALLTO ORDER reviewed to determine the reason for overall goal of$7,000. Adesigner
1.
MARAC the decline, which may be as simple and printer have been selected, and
Jim Byers, Chair, called the
as members forgetting to renew. will likely provide services for
meeting to order at 11:10 a.m. at the Caucus representatives will contact MARAC meetings on a regular basis.
Maryland Historical Society in
Baltimore, MD. non-renewing members using mail- • Mailings for Cleveland, OH
ing labels and membership lists from
2. APPROVAL OF MINUTES K&A. The DC caucus noted that (Oct. 19-21, 2000) were discussed.
The Midwestern Archives
The minutes ofthe 1 1 November the labels they received were not Conference (MAC) uses bulk mail
1999 Steering Committee meeting complete sets. Susan gave caucus
for a final conference program sent
were approved. membership lists to the representa-
two months in advance, while
3. CHAIR'S REPORT tives, and asked for corrections and MARAC sends a preliminary pro-
additions. MCC
(Appendix 1) gram first class. has decided to
A. All necessary paperwork has been Some members registered disap- mail one program like MAC, and
pointment with operational and
submitted to the IRS for the change asked Steering Committee to deter-
management glitches during the
in MARAC's tax status. minewhich rate to use. As many
transition, and suggested that as
& members noted problems with bulk
B. Susan Oderwald ofKimball compensation, MARAC's costs for
mail, particularly in the Northeast,
Associates (K&cA) reported on stage certain contracted services should be
two of K&A's transition phase, reduced. K&A noted this. first class mailingwas approved.
which focuses on evaluation and In the next few weeks, Jim will • Diane Windham Shaw andJoan
review of activities to date. K&A is appoint four or five members from Echtenkamp Klein will co-chair the
determining the scope ofservices Steering Committee to review the Program Committee for Philadelphia,
MARAC requires, adjusting to K&A contract, which expires in PA, Spring 2001.
MARAC's processes, and setting up June. Specifically, the group will • High costs for the Hotel
systems and structures to address on- assess MARAC's position, identify Roanoke led MCC to shift the meet-
going issues. During this period, problems and possible solutions, and
ing to Richmond, VA, for Fall 2001.
which is expected to end within a decide whether the contract will be Jodi Koste and Tom Crew will co-
few months, unanticipated problems renewed.
chair the Local Arrangements
and "bugs" typically disrupt opera-
VICE CHAIRS' REPORT Committee (LAC); Linda Angle
4.
tions, but Susan pointed out that the
K&A (Appendix2) Miller and another (yet unnamed)
situation will improve as gains
more experience with MARAC. A. Recent meetings member willMcCo-Cchair the program
• The books for Penn State, Spring committee. will deal directly
Susan discussed developing an
1999, should be closed out by the with the hotels (two have been con-
operational handbook and standard K&A
end ofFebruary. tacted); will consult. Relying
calendar to reduce future problems. on K&A to handle the negotiations
She reported on delays in new mem- • The hotel bill for Hauppauge,
completelywould be too expensive.
ber letters, registration problems at Fall 1999, has been settled, though
To minimize hotel expenses,
the Hauppauge meeting, and issues other bills may be outstanding. MCC
proposed a Friday-Sunday
with state caucus member mailing There is a strong possibility that
labels. She announced successful MARAC will lose money on this schedule to replace the usual
Thursday-Saturday meeting. After a
completion ofan audit ofMARAC's meeting.
K&A long discussion, Steering Committee
books, and that will prepare
approved the recommendation as an
MARAC's
taxes. MCC
experiment. will work out the
?^
8