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Changing Times: Changing Traditional Processing Practice

Photo of boxes containing papers from the four processing projects. [Austin History Center CT001]. Changing Times: Changing Traditional Processing Practice. Teaming Up to Process Collections: Closed Thursdays at the Austin History Center Society of Southwest Archivists San Antonio, Texas

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Changing Times: Changing Traditional Processing Practice

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  1. Photo of boxes containing papers from the four processing projects.[Austin History Center CT001] Changing Times: Changing Traditional Processing Practice Teaming Up to Process Collections: Closed Thursdays at the Austin History Center Society of Southwest Archivists San Antonio, Texas May 28, 2004 Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  2. Environmental Scan • Pressures to perform -- budget cuts • Staff cooperation • Volunteers • Support organization • Unique closure due to budget cuts and organization advocacy Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  3. Planning & Setting Criteria • Priorities for acquisition • African American materials -- gaps in collection • Hispanic American materials -- gaps • Austin Business -- high tech industry gaps • Old Favorites -- heavily used collections Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  4. Moya Papers First Hispanic elected official in our County - well organized with 160 notebooks in chronological order Villager Photographs Ongoing acquisition of about 800 items each year with no organization Tracor Business Austin’s 1st Fortune 500 company; many public information office photos, official documents McCallum Papers Amazing and popular woman; suffragette; Secretary of State Collections Selected Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  5. Collections Added • Flower Hill -- Heritage Society records • Susan Toomey Frost -- EAD nearly complete Pease Papers -- volunteer interest • Student projects -- many unfinished, but nearly finished projects • Photolab processing to accompany program development • MAIN -- electronic and paper records Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  6. Reporting to one another Archives Processing Manual Learning EAD Reporting to one another -- weekly reports // Processing log books Muddling through thick and thin Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  7. Removing plastic sheets, separator sleeves,and sorting photographs [Austin History Center, CT006] AHC volunteer working on a preliminary finding aid.[Austin History Center CT010] Using Volunteers Preserving the history of the community will enable future generations to understand and connect their lives to the past. The Austin History Center archives provide a valuable record of how ideas and community goals have prospered and changed over time in Travis County. Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  8. Photo of Richard Moya and Sue Soy - AHC Archivist/Manager. [Austin History Center CT002] Closed Thursdays Political literature from the Moya Collection. [Austin History Center, AF-Biography] • Web site to explain what is going on • Invited Moya, editor of the Villager, former employees, new volunteers Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  9. Accession and register materials received from the creator or donor Create a preliminary inventory for the material briefly describing the essential features of the donation Preserve the material; a process that includes refoldering, preservation copying, and rehousing the materials while maintaining the original order of the materialArrange and fully inventory the material Create the creator sketch (biographical notes) and the scope and content notes to provide an overview of the materials and other elements of the finding aidLabel the boxes and place in the archives Create the Encoded Archival Finding Aid and place on the web siteAnnounce availability of the finding aid Web SiteReference Points Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  10. Labor and Supply Costs • McCallum $ 7,945 • Villager $ 8,769 • Moya $10,170 • Tracor $10,835 Rate for volunteer service $17.19/hr Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  11. Results • October - May 2004 • Complete except for EAD -- Moya & Villager • Frost EAD -- under final review • Pease, Tracor & McCallum underway • Flower Hill initial inventory done • MAIN underway Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  12. Humor and Flexibilityworking together • Smaller than many but larger than some • On the verge of developing the electronic repository • Huge opportunities Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  13. Reference ListAbraham, Terry, Stephen E. Balzarini, and Anne Frantilla. “What Is Backlog Is Prologue: A Measurement of Archival Processing.” American Archivist 48 (Winter 1985): 31-44.Austin History Center, Austin Public Library. Archives and Manuscripts Manual, version 4.6. Prepared by Rebecca Rich-Wulfmeyer with updating by Austin History Center staff. Austin History Center: Austin, TX (2004) http://www.wiredforyouth.com/downloads/archivesmanual4_6.doc (accessed May 29, 2004). Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  14. Reference ListAustin History Center, Austin Public Library. Closed Thursdays. Prepared by Amaris Vigil with revisions by Austin History Center staff. Austin History Center: Austin, TX (2004) http://www.ci.austin.tx.us/library/ahc/processingthursdays.htm Accessed May 29, 2004. Bain, George W. “Visualizing the Archival Work Process: A Survey and Interpretation.” Archival Issues: Journal of the Midwest Archives Conference 21, no. 1 (1996): 47-60. Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  15. Reference ListBauer, G. Philip. The Appraisal of Current and Recent Record. National Archives Staff Information Circulars No. 13 Washington, DC: June 1946.Boles, Frank, in association with Julia Marks Young. Archival Appraisal. New York: Neal-Schuman, 1991.Cook, Sharon Anne. “Connecting Archives and the Classroom.” Archivaria 44 (Fall 1997): 102-117. Ericksen, Paul and Robert Schuster. “Beneficial Shocks: The Place of Processing-Cost Analysis in Archival Administration.” American Archivist 58 (Winter 1995): 32-52. Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  16. Reference ListIndependent Sector Coalition. “The Estimated Dollar Value of Volunteer Time Is $17.19 per Hour for 2003.” http://www.independentsector.org/programs/research/volunteer_time.html (accessed May 29, 2004). Maher, William J. “The Importance of Financial Analysis of Archival Programs.” Midwestern Archivist III, no. 2 (1978): 3-23.Maher, William J. “Measurement and Analysis of Processing Costs in Academic Archives.” College & Research Libraries 43, no. 1 (January 1982): 59-67. Wilsted, Thomas. Computing the Total Cost of Archival Processing. Mid-Atlantic Regional Archives Conference Technical Leaflet No. 2 (1989). Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

  17. Austin History Center PO Box 2287 Austin Texas 78768 512-974-7388 AHC_reference@ci.austin.tx.us Volunteer forms at http://www.ci.austin.tx.us/library/libvol.htm Contact Information Susan K. Soy Austin History Center sue.soy@ci.austin.tx.us

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