Subject: RE: Archive vs Reference Date: Fri, 20 Jun 2008 10:57:15 -0500 Message-ID: <9C49D07A5713B84682C5D80195C5AE61030A70CF@MEWMAD1P0130.enterprise.wistate.us> From: "Knies, Helmut M - WHS" <Helmut.Knies@wisconsinhistory.org>
In response to Kathy Lasko's post from yesterday, as well as Bill
Gover's original question on Wednesday regarding the difference between
an "archive and reference materials," I can add a few comments from here
at the Wisconsin Historical Society. I might begin by stating that I
had a former professional life as small town museum director, so I won't
try to speak only from the knowledge base of the Historical Society in
Madison. Overall, Sara Steele has already covered many of the relevant
points in her reply from "a practioner standpoint."
I will add this. In your local societies, you will have some body of
materials, which may include papers, or photographs, or video/audio,
etc. that you define as your collection or collections. I understand
that this also includes artifacts, and that the distinction between
artifacts and archival materials is often an artificial one at the local
level. In any event, you should have items or groups of items that form
your collections. If these include papers, photos, ledgers, audio/video
newspapers, etc. that forms your archives. The question then is how you
manage them, care for them, and let people use them. The collections or
items that you own that are of most importance to you, however your
institution defines importance based on your mission, organizational
documents, collecting policies, and rarity are the ones for which you
should have the highest level of "archival" care. What does this
include? I would say:
1. Clear ownership documents
2. Some type of access system, inventory, and/or cataloging
3. Security for the collection in a physical space that has some
environmental controls
4. Conservation of the collection using some combination of folders,
sleeves, and boxes that protects the material
5. Rules about how access is permitted
To get back to the archive-reference distinction, I would say that all
archival materials serve a reference function. However, you will know
from experience how often and how heavily any of your collections are
used. You will probably know that some kinds of things, old newspapers,
photos, genealogical indexes get used a lot, while other materials, that
may be just as important to your organization's history, are touched
only infrequently. Depending on your organization's mission, type of
facility, use patterns, and staffing, it may well be useful to create a
subset of materials that you treat will less control, but with no less
importance, than your archival collections. In many instances you may
wish use copies (physical or digital ones), microfilm if you have a
reader, or duplicates of original items. Any and all of these could
form a reference collection. Doing this allows for easier use by
patrons and helps to protect originals or unique items. It does not
mean there is no need to control these materials; it's just that they
are more accessible, and often they are used on a "self-service" basis.
Public libraries often use reference files or collections in such a way
to make it easier for their patrons to have access to frequently
requested items.
I hope this helps a little. I will be happy to provide additional
information as best I can.
Helmut M. Knies
Collection Development Coordinator
Libary-Archives
Wisconsin Historical Society
(608) 264-6478
helmut.knies@wisconsinhistory.org