Faculty paper guidelines

By Erik Moore November 21, 2006
Donors

Apparently, I’m not the only one who finds it difficult to accurately communicate to faculty what the archives would be interested in collecting from their personal papers.

The archivist at Harvard University recently published a series of guidelines to better assist the faculty in organizing and transferring their papers to the archives. It explains how to differentiate between personal and professional materials from university records, provides brief guidelines on what information may be considered confidential due to federal regulations, and gives helpful hints on ways to organize the material.

Although it is tailor made for Harvard’s academic community, the guidelines provide a great starting point for any university archives and can be used as a way to help shape a conversation with potential faculty donors.

Archivists talk funny

By Erik Moore November 13, 2006
Lexicon, Perspectives

I’ve always been somewhat fascinated with the terminology used in archives and the inherent problems and contradictions it can cause when those same terms are crossed with another field or discipline. Of personal interest are such terms as “preservation�? and “conservation�? and how these terms have very practical applications in archival work and also have implications in archival theory. Comparing and contrasting these definitions with their use in environmental protection sets up archives as a single field among many interested in the long-term use and access to rare and unique resources. That, however, can be the topic of a different post.

The Glossary of Archival and Records Terminology addresses these issues of archival lexicon in an introductory essay. Yet, the reality can sometimes become all too apparent when the words used and the confusion over their definitions means a loss to the archival record.

Today, I’d like to address the term “papers.�?

The Glossary provides these definitions for words that are at times used interchangeably.

Papers: 1. A collection. – 2. A collection of personal or family documents; personal papers. – 3. Government • Records indicating an individual’s identity or status.

Personal papers: 1. Documents created, acquired, or received by an individual in the course of his or her affairs and preserved in their original order (if such order exists). – 2. Nonofficial documents kept by an individual at a place of work.

Manuscript: 1. A handwritten document. – 2. An unpublished document. – 3. An author’s draft of a book, article, or other work submitted for publication.

When trying to collect the papers of those in higher education, I believe archivists are competing with terminology already ingrained in the population by the publishing world. Paper equals article. Manuscript equals a pre-publication work.

Why the interest in papers? Today I learned that nearly 12 boxes of correspondence and related work materials for a prominent individual in the veterinary sciences were recently destroyed (this is unrelated to another recent loss in the vet sciences). In this specific case, it was believed that papers referred to the published work of the individual. A reasonable interpretation given the publishing environment academics work in. Is “personal papers�? that much more clear? Not likely. Manuscripts? Again, the connection to publication is forefront with most.

So, the education continues. Both for the community I am collecting from on what archives are as well as for myself on how that community perceives the work we do.

Alpha Epsilon Iota records

By Erik Moore November 9, 2006
Acquisitions, Medical school

collect003.jpgA recent acquisition to the archives project is the records for the Alpha Epsilon Iota women’s medical fraternity. In 1901 women medical students at the University opened the fifth national chapter of AEI that acted as a support organization by providing housing, social activities and fundraising. Ruth Boynton was an early alumna of AEI and later assisted the organization during the 1940s. During the increased enrollments of women in the medical school in the 1970s, the AEI had a difficult time maintaining its identity and holdings. In 1979 it sold its two properties at 524 & 528 Ontario St. SE. In 1982 the AEI split into two separate organizations, the AEI Foundation and the Minnesota Women Physicians. Proceeds from the sale of the properties helped to establish the AEI Foundation.

The collection is approximately 1 linear foot and contains AEI meeting minutes, incorporation documents, and records related to the sale of the fraternity’s houses and start up of the foundation. There is also a scrap book documenting social activities and news clippings of AEI students/alumni during the 1950s.

Pictured: AEI National Convention, Galveston, TX, 1950

Just short of dumpster diving

By Erik Moore November 2, 2006
Acquisitions, Donors, Veterinary medicine

Last Friday I got word via a patron at University Archives that a prominent former professor and head of the Department of Surgery and Radiology in the College of Veterinary Medicine was moving out of his home and that several items of interest might be in danger of being discarded. The professor, now in his 90s, was a previous president of the Minnesota Veterinary Medical Association and a prominent veterinary surgeon who was often consulted for advice both locally and abroad.

I was able to leave a message with the family, but it was late on a Friday afternoon and the only number I had was a work number. The following Monday, a member of the family returned my call and said that they had saved a few items of interest, but unfortunately, a bulk of material had already been disposed of. They offered to send me what they had and would continue to keep an eye out for any other related materials. I thanked them and crossed my fingers for the possibility of more material.

The packages arrived today and sure enough, it was exactly what I thought it would be. A small (two folders) snapshot of his career at the University and his international consulting. It is small, but rich. Any further additions the family can provide will be beneficial, but sometimes we have to come to terms with being just a little too late at getting between the box and the dumpster.

Frequently asked questions

By Erik Moore October 27, 2006
FAQ

What do you take?

Sometimes the easiest way to begin answering this question is by discussing what should not come to the archives. Archives are not usually the best place to store material that contains private or protected data such as student records and in the health sciences, patient related information. Student records are protected by the Family Educational Rights and Privacy Act (FERPA). Patient records and material with personal health information (PHI) are governed by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Both acts protect personal information and identifiers from being published or displayed publicly. From an archives perspective, these materials are best managed by a records retention plan and not deposited in the archives.

Other personal data such as personnel records, search committee files, recommendations on file, tenure decisions, and academic misconduct files are also considered private data and are usually not accepted for deposit.

When an office or department is reviewing its material, it should consider the point of origin for the records. If an office has a filing cabinet full of salary surveys conducted by a related professional association, these materials would not be suited for the archives due to the fact that they were created by an outside entity and only kept in the office as a reference. A researcher wanting to learn more about salary histories would turn to the association and generally not think of looking to the office or department for that kind of information. Likewise, information produced by one office (such as a newsletter) and copies of it kept in another office as a reference, leads to duplication in the archives. If the archives collect the material produced by each office there is little need to maintain the duplicate material.

In general, archives accept little material related to daily fiscal and accounting records. Again, these materials are better governed by a records retention schedule.

So, what do we take?

After discerning what can or should be removed from a set of materials it can become very clear what is suitable for deposit in the archives. There is never a set list of what should go to the archives. Correspondence, departmental records, research files and reports, curriculum materials, non-personnel related committee files, certain publications and audio/visual materials are all types of material housed in the archives. But it is not just about the type of material, it is also about the information found in the records. The content of the material and its relation to the office, department and institution should also be evaluated. This appraisal activity is usually conducted by the archivist or in consultation with the donor and the archivist.

How are the archives different from off-site storage? Can I get access to the stuff?

Archives are often synonymous with a place to store something. While it is true archives are made to store boxes, archives also provide a service beyond storage. Materials are reviewed by the archives staff that then creates written descriptions of what they contain. These descriptions known as finding aids help to provide access to the materials. Office and departments still have access to the materials they deposit with the benefit of discussing their needs with the archives staff. In addition, researchers have access to the same materials for their own work. Material deposited in the archives benefits two constituencies, not one. Archives commit to the long term preservation, storage and security of the materials. The longevity of the materials is not based on current staffing or outside vendor storage contracts. The University provides this commitment through the University Archives.

Board of Governors records

By Erik Moore October 23, 2006
Acquisitions, Hospitals, MPLP

I am pleased to announce the first major acquisition for the project, the University Hospitals Board of Governors records, 1975-1996. The BoG was established to be the fiscal agent for the University Hospitals. It disbanded after the sale of the hospitals in 1996. The collection consists of minutes for the Board of Governors and planning and finance committee reports. The material is a full run of the Board’s activities and will supplement a previous acquisition by University Archives that documents only activities in the 1980s.

collect001.jpgThe records were delivered to my office in 3-ring binders and await boxing. The collection is approximately 6 linear feet at its acquisition. The binders are all labeled with content and date information. The material is in good condition. No further accruals are expected.

When I saw the collection I immediately considered placing the binders into boxes and not foldering the material based on the MPLP method. However, upon closer inspection it would seem that the binders are much larger than the content they hold. By foldering the material, it would condense the collection into 5 or less linear feet. Space considerations, not just staff time, are another area of cost that must be considered. I will update you on my decision once the collection is processed.

More product, less process

By Erik Moore October 16, 2006
MPLP, Processing, Training

I had the opportunity to attend the Midwest Archives Conference fall symposium “More Product, Less Process�? (commonly referred to as the MPLP method) held Oct. 6-7 in Omaha, NE. The symposium focused on the major points made in the recent Greene/Meissner article “More Product, Less Process: Revamping Traditional Archival Processing�? in the American Archivist. It also had several guest speakers attesting to the practicality and benefits of minimal processing.

In a nutshell, the Greene/Meissner article (see an earlier version) asks archivists to reconsider the status quo of processing benchmarks. They argue that there is no minimum standard practiced in processing as there is in description practices and as such archivists have a hard time determining the level of processing a collection may require. Instead, archivists tend to process all collections to the same granularity and in doing so waste time and resources and add to the ever growing backlog. Greene/Meissner advocate processing all collections to a minimum standard. At that point, the archivist can make further processing decisions based on the condition and use of the collection and the availability of resources. In reality most archives already function with minimally processed collections or provide access to collections that have not been processed at all. Greene/Meissner recognize this practice and are simply advocating that it become a working standard.

As for the AHC archives project, there are already over 70 collections of papers and records related to the health sciences and the Academic Health Center at the University Archives that are either minimally or formally processed. The project will add to this number by adding accruals to existing collections and bringing in new free standing collections. As the acquisition of new materials begins, processing plans will need to be developed at the time of acquisition. The MPLP method will be a great tool in managing this influx of materials. Stay tuned and I will try to point out the decisions made during the project and how minimal processing works or doesn’t work with specific collection material along the way.

Field archivist

By Erik Moore October 13, 2006
Perspectives

When I am asked to explain the project or describe what I do, I often respond by describing myself as a field archivist. My job is to connect the records of the Academic Health Center to University Archives. The senior vice president’s office, the six schools and colleges (medical, nursing, pharmacy, public health, dentistry and veterinary), and the independent centers are the primary units that make up the AHC and the territory I cover. The focus of my search for materials centers on the formation of the AHC in 1970 when the Board of Regents appointed Dr. Lyle French as the vice president for health sciences and the events leading to this decision. It also focuses on what has happened since, up to present day.

I have work space at University Archives, but also a “field office�? within the AHC. Being “in the field�? has facilitated making connections fast. Word of the project is quickly spreading throughout the AHC and I’ve been contacted by numerous faculty and staff with tips on the location of a cache of materials they think are particularly interesting or with questions regarding what is considered archival or how best to manage their in house resource files.

Working as a field archivist also helps to educate and create an environment within the AHC that sees the University Archives as a partner and understand the archives as a place where its sole mission is to manage the historical documentation and information of all units of the university.

About the Project

By Erik Moore October 12, 2006
Project admin

Project Goals

The goals of the Academic Health Center Archives Project are to identify, collect, and make available the institutional and historical documentation of the Academic Health Center, its six schools and colleges of medicine, dentistry, nursing, pharmacy, public health, and veterinary medicine, and its interdisciplinary centers at the University of Minnesota. The archives project will ensure that this documentation is preserved and made accessible for scholarly and administrative uses in the University Archives, in accordance with Board of Regents policies, University of Minnesota records retention policies, legal requirements, and professional standards.

Project Staff

Erik Moore is the archivist for the Academic Health Center Archives Project. As part of the project, he is a member of the University Digital Conservancy working group at the University of Minnesota. Previously, he worked on digital projects as an assistant curator at the Immigration History Research Center. He earned an M.L.I.S. degree from Dominican University and an M.A. in history from Southern Illinois University, Edwardsville. He is a member of the Society of American Archivists, Midwest Archives Conference and is currently the president of the Twin Cities Archives Round Table.

Advisory Committee

Frank B. Cerra, Senior Vice President for Health Sciences, Academic Health Center
Elaine Challacombe, Curator, Wangensteen Historical Library
Sarah Evans, Regents Professor, History
John M. Eyler, Professor, History of Medicine
Jennifer Gunn, Assistant Professor, History of Medicine
Elisabeth Kaplan, Archivist, University Archives
Kathleen A. O’Brien, Vice President, University Services
David J. Rhees, Assistant Professor, History of Medicine

About the Blog

By Erik Moore October 12, 2006
Project admin

The blog details accessions into the project, contacts that I’ve had, and some curiosities I’ve stumbled across. The overall goal of the blog is to make more people aware of the project in the AHC, at the University, and in larger archival circles as well. It is also an ideal way to add transparency to the creation of the archives, which in turn builds confidence concerning their provenance and research value.

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