Powering Up Your Archives!

Transcription

1 Powering Up Your Archives! Southern Area Conference The Links, Incorporated May 19, 2017 Link Andrea R. Jackson Head, Archives Research Center Atlanta University Center Robert W. Woodruff Library

2 Why? What? When? Where? Who? How? Six Key Questions of Archiving

3 WHY Preserve and educate through The Links Inc. historical and current programming Why do we need to archive? Preserve historical record Conserve legacy Educate others Analysis and assessment

4 WHAT What items tell the story of your chapter? What are 3-5 events/activities that define your chapter for the year?

5 WHAT Types of Materials generally found in an organizational collection Articles of Incorporation Announcements Audio recordings Certificates and awards Charters Correspondence Directories Financial papers (budgets, reports) Legal documents Meeting minutes Motion picture film, videotapes, and discs Newsclippings Photographs Press releases Programs Printed materials (handbooks, pamphlets, brochures, flyers, etc.) Publications (newsletters, journals, yearbooks, etc.) Reports Rosters Scrapbooks Speeches

6 Try to identify photographs!! Photographs of Dogwood City (GA) Chapter Links WHAT Types of Materials generally found in an organizational collection

7 Try to identify photographs!! WHAT Types of Materials generally found in an organizational collection

8 WHAT Art Artifacts Banners Multiple copies Oversize Items Paraphernalia Plaques Posters Types of Materials only SELECTIVELY acquired for an organizational archives collection

9 WHEN When will the chapter need to access these items again? Where do these items fall in the retention schedule?

10 Type of institution Library with an archives Museum with an archives WHERE Where should you donate your chapter s archives? VISIT and pick your LOCATION LOCATION LOCATION Location City or state archives Historical society Research center College or university African American institution City State Region

11 Establish officer responsible for compilation and transfer Partner with members to receive documentation and images WHO Who in the chapter is responsible for preserving archival material? Add to bylaws / standard procedures Require annual or bi-annual reports

12 WHO Who in the chapter is responsible for preserving archival material?

13 HOW Determine the best repository for your chapter s historical records Preservation and care Access

14 WHERE Are these items important for the history of my chapter and local community? Do these items have significant value for the Organization at an Area or National level?

15 Deed of gift Policies Financial and other considerations HOW Become a knowledgeable donor Courtesy of Atlanta University Center Woodruff Library.

16 Deed of gift Formal, legal agreement Drafted by repository Physical ownership HOW Become a knowledgeable donor Society of American Archivists

17 Policies Donor representative Donor access & borrowing HOW Become a knowledgeable donor Research access Reproductions Publications Digital collections Research restrictions

18 Financial considerations Donation vs purchase HOW Financial donation Appraisals and tax deductions Become a knowledgeable donor

19 Other considerations Environmental Conditions HOW Become a knowledgeable donor Professional staff Financial stability Internet/digital presence Accessibility to researchers

20 Activity #1 Partner with a local repository

21 Activity #1 Partner with a local repository

22 Activity #2 Use social media hashtags #SALinks #wcw #tbt #fbf Winston-Salem (NC) Chapter Charter Members, 1950 featured on Southern Area Facebook page Courtesy of Instagram.

23 Activity #3 Host a photograph identification party Who are these Link Sisters? [Dogwood City (GA) Chapter Links]

24 Thank you, Link Sisters! Questions? Link Andrea R. Jackson - andreaimani@gmail.com Proud member of the Dogwood City (GA) Chapter