September 15, 2023

Archives in Museums

Processing and Arranging Archival Collections

By Jenna Edwards

Archival Processing is the act of arranging and describing the papers of an individual or family or the records of an organization.

Arrangement is the process of organizing records to document and reveal content and significance. Usually this includes rehousing, labeling and gaining intellectual control and understanding of a collection.

Provenance is the most important tenant of archives arrangement. Records of one records creator should not be mixed with the records of another creator. This is also referred to as the French phrase respect des fonds or respect for property.

Original Order is the second most important tenant of archives arrangement. Records should be maintained in the order in which they are placed by the organization, individual or family that created them. There are circumstances when original order can’t be followed. In this situation it is necessary to impose an arrangement or order that makes accessibility the easiest for the researcher. The key is to use the simplest order possible.

Levels of arrangement

There are typically five levels of arrangement. These levels are considered the Holmes theory of arrangement after Oliver Holmes (former US Archivist). This complete explanation of the 5 different levels of arrangement can be found here on NARA’s website.

1.) Repository. These divisions are at a high level within an organization and usually involve large amounts of records. For example: A university might divide their archival holdings into institutional records (created by the university) and special collections (containing donations and collections created by outside sources.

2.) Record Group. A body of related records based on provenance. When establishing a records group usually two things are taken into consideration: complexity and quantity of records.

Examples of records groups can be: Establish records groups by provenance – records that come in together become a records group. For example: NARA divides records groups by federal agency.

Establish records groups by group or organization to bring together bodies of material. For example: A university might make the sorority records one records group rather than several small groups based on each sorority.

Ultimately deciding records groups depends on the organization and records structure of the collections within.

3.) Series. Group of files maintained together as a unit because of a common bond based on creation, receipt or use. These records usually relate to a particular subject, have a similar format or organizational system. This series is the most used form or archival collection unit. Examples include: Correspondence, memos, meeting minutes etc.

4.) File Unit. Individual items or folders can be put into units for ease of access and collection organization. Typically these folders are arranged by alphabetical, chronological, geographical, subject or numerical breakdown.

5.) Item. An item is a letter or document usually found within the folder. The items within a folder are then typically organized or arranged chronologically or alphabetically. This level of arrangement is the least commonly used as it is often impractical with large collections.

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Jenna Edwards is the Archivist/Records Manager for the USDA National Wildlife Research Center. After completing an MA in Public History at Wright State University located in Dayton, Ohio, she began working for the National Park Service at cultural and environmental heritage sites including the National Archives for Black Women’s History and the South Florida Collections Management Center (SFCMC) located in Everglades National Park. She then transitioned to the USDA National Wildlife Research Center, which combined her love of archives and environmental history. Her current projects include digitizing archival materials, the preservation and conservation of data and creation of an electronic records management filing scheme.

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To learn more about archival collections in your museum, join Jenna for MS234: Archival Management starting October 2, 2023.

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NEW COURSE!!

Heritage Economics for Interpreters, Planners, Site Managers, and Educators

October 2 to 27, 2023

Instructor: John Veverka

Description:

No matter how good an interpreter, interpretive manager, interpretive center director – interpretive site board member or any other interpretive managerial position you serve – success (staying open and in business), or lack of operational success (closing) is based on an understanding of interpretive management economics. Yet most interpreters receive little or no actual training in the complexity of economics of the interpretive profession. 

The various strategies for doing everything from determining the operational feasibility of a new interpretive center, planning and designing interpretive exhibits, strategies for increasing and managing visitor numbers, and basic cost/contact vs. cost/effectiveness for interpretive services we had to learn the hard way – by doing interpretive planning and management projects and learning as we went. Many economic analysis strategies had to be developed from scratch – then tried out to see if they worked, and if so, how accurate they were in predicting economic successes of various interpretive operations or calculating visitor numbers and visitation patterns. 

It's all about economic success - that's the message from this course.

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Do you want to be able to estimate the costs of your programs more accurately? Are you planning new exhibits, programs, of interpretive facilities? This course will help you understand the economic impacts of these types of programs and assist with budgeting both the expenses and success of your programs. Join John Veverka for MS275: Heritage Economics for Interpreters, Planners, Site Managers, and Educators

starting October 2, 2023.

Featured Course: Formative Evaluations for Exhibits and Public Programs Online Course

October 2 to 27, 2023 

Instructor: Karin Hostetter

Description:

Have you done some evaluation but did not get helpful information? Do you wish you could do evaluations, but think it is too hard or too expensive? Do you wonder how to get people to use an offered program more? Evaluations are feasible and easy. This course will help you determine what you really want to know, choose the right process to gather the information, develop meaningful questions, and figure out what the results tell you. Please have a program or text in mind (real or imagined) to work with during the course. Note: this course will not be looking at statistical analysis.

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Want to learn more about doing evaluations on your exhibits and public programs? Want to know why some programs are more popular than others? This course walks you through the process of formulating, executing, and reviewing the results of exhibit and public program evaluations. Join Karin Hostetter for MS 237: Formative Evaluations for Exhibits and Public Programs beginning October 2, 2023

October 2023 Courses

MS 204: Materials for Storage and Display

October 2 to 27, 2023    

Instructor: Laura Elliff Cruz

Description:

One of the great benefits of the 21st century is the abundance of materials for storing and displaying collections. Materials for Storage and Display covers this vast array in detail. Lectures and handouts separate materials by properties: rigid, padding, barrier and attachments. Slide shows illustrate the use of each. The course emphasizes acid-free materials and how to retrofit less appropriate materials. Materials for Storage and Display keeps current with the latest materials available for preservation. Using material testing as a decision making tool is covered.

MS217: Museum Cleaning Basics

October 2 to November 9, 2023 NEW DATES 

Instructor: Elizabeth Burton

Description:

Cobwebs in the gallery, dust on the dinosaur skeleton, mice in storage - a dirty museum results in poor visitor experience and poor collections preservation. In a museum, cleanliness really is next to godliness. Museum Cleaning Basics explores everything you need to know about cleaning your collections. Participants learn when to clean - and when not to clean. They also learn how to make those decisions. Topics range from basic housekeeping to specific techniques for specific objects. You will learn why cleaning is important and how to prevent damage when cleaning. We will look at specific techniques that minimize damage while getting the work done. And we will discuss when to call in a specialist, such as a conservator. Students will create a housekeeping manual for their institution.

MS 234: Archives Management

October 2 to 27, 2023     

Instructor: Jennifer Edwards

Description:

Archives include flat paper, photographs, bound pamphlets, books, small 3-dimensional objects, and magnetic media. The Archives Management course covers an introduction to the materials found in archives and typical use of these materials including use patterns, retrieval needs, finding aids, handling and exhibition. The last half of the course details optimum storage options for archival materials. Storage includes furniture, storage techniques, standardized and specialized housing such as folders and boxes and custom-made housings.

November 2023 Courses

MS 007: The Mission Statement: Is it really that important?

November 6 to 17, 2023  

Instructor: Peggy Schaller

Description:

The heart of every museum is its collection. A mission statement is critical to preserving that collection. Participants in The Mission Statement will discuss their mission statements and whether they really make a difference. Peggy has seen and heard it all as a consultant to small and large museums. She will help you figure out ways to make your mission statement work for you.

MS 218: Collection Inventories

November 6 to December 4, 2023 

Instructor: Peggy Schaller

Description:

Collection inventories are vital to collection management and security. You need to know what is in your collection to be able to manage it well. This means regular inventories must occur. But knowing you must do them and actually having the time and manpower to complete an inventory are two different things. Collection Inventories discusses everything you ever wanted to know about collection inventories. From how to set one up to how to conduct an inventory. Other topics include what to look for during an inventory and how to reconcile the information.

MS 211: Preservation Environments

November 6 to December 15, 2023  

Instructor: Ernest Conrad

Description:

The museum's brick exterior wall is crumbling. The powder coated metal storage shelves have active rust under the foam padding. Objects in fur storage are covered in mold. It is raining in the exhibit hall. This is the damage that occurs to museum buildings or collection when staff do not understand preservation environments. Preservation Environments is essential knowledge for any collecting institution. Everyone should understand how humidity and temperature are controlled by a building and its mechanical system. For museum staff considering a new building - and any institution planning to expand or rebuild an existing one - Preservation Environments provide important information for calculating whether the proposed improvements will actually improve the environmental control of your protective enclosure. Participants learn the advantages and disadvantages of numerous methods of temperature and humidity control. Preservation Environments does not try to turn museum professionals into engineers. Rather, it arms them with the knowledge they need to work with engineers and maintenance professionals. And helps explain why damaged occurred and how to keep it from happening again.

MS 212: Care of Textiles

November 6 to December 4, 2023  

Instructor: Ann Coppinger

Description:

Caring for textiles demands an understanding of how and why they deteriorate. This course offers a simplified explanation of the origin and structure of textile fibers as well as the finished textile object; be it either a piece of whole cloth or a finished garment. Care of Textiles teaches students to identify fibers, fabric structures and finishes, write condition reports, and understand the agents of deterioration that are harmful to various fabrics both in storage on exhibit. Topics include preparing textiles for storage and exhibit, the use of archival materials with textiles, and three dimensional supports.

MS273: Advanced Interpretive Techniques -Interpreting the "rest of the story"

November 6 to December 4, 2023  

Instructor: John Veverka

Description:

Interpreting "the rest of the story", a powerful Interpretive communications technique for revealing and releasing the "rest of the stories" hidden in artifacts, objects, historical figures/events, landscapes, or sites through both live presentations and interpretive media text and label copy. This course will help you utilize and blend the Paul Harvey Rest of the Story format with Tilden's Interpretive Principles. An interpretive technique marriage that can be embraced and used throughout your interpretive career.

Course Goals: Upon completion of this course participants will:

- Have a working knowledge of Tilden's Interpretive Principles and the Paul Harvey presentation style and format.

- Have a working knowledge of the Model of Interpretation.

Conferences and Meetings

Double check each organization's website for more information.

Your copy should address 3 key questions: Who am I writing for? (Audience) Why should they care? (Benefit) What do I want them to do here? (Call-to-Action)

Create a great offer by adding words like "free" "personalized" "complimentary" or "customized." A sense of urgency often helps readers take an action, so think about inserting phrases like "for a limited time only" or "only 7 remaining"!