Reading Response Five: Fundamentals

The Management of College and University Archives chapter on “Fundamentals of Academic Archives”

William J. Maher

I decided that with the goal of a gaining a better understanding of university archives I should read about the fundamentals.  Although it was published in 1992 it is still a valid and relevant source for the management of university archives.  Phil, the director of IU’s archives told me that he still consulted it, so I read on.

Maher began the chapter by setting forth the basic goal of the academic archives being, “to aid the institution in its survival and growth, especially by making sure that the roots to the past are intact.”  I like this description.  Many of the records are important or kept for legal reasons, others are useful for publicity or advertising, but many also are important to remind those associated with the institution of their history.  After seeing historical images of the campus and learning more about the university’s history I really do feel more connected to the school than I did before I began at the archives.   Next Maher outlined the fundamentals needed to be an academic archive.  These are mission and establishment, administrative location, holdings, personnel, space and facilities, and service goals.  It may seem a bit like common sense, but it was helpful to see them all laid out.  He then went into more detail about each one.

First and most fundamental is a clear statement of purpose.  Maher states that these will vary, but outlines the “Guidelines for College and University Archives,” and suggests developing a mission tailoring these elements to the individual institution.  An authorizing document is also necessary to provide continuity, direction, and protection, as well as a rationale for the program.   

As far as administrative location, I had never really thought of the archives being outside of the library.  I realize that IU’s used to be part of the president’s office, but the library just makes sense to me.  When talking to Phil he challenged me to think of reasons why archives would be placed in different places.  The location in the hierarchy can affect authority and visibility, so being part of the central administration can make the archives more visible to those in the central administration, as well as perhaps giving them more authority.  The library is a more central location for use and research by other users, though.  Really no location is perfect, so it’s important for archivists to have strong relationships across campus.

Holding can vary, but there are a number of core documents that Maher outlines in detail.  Common files for archival retention are subject files, project files, case files, and summary financial records.  A major effort is put into acquiring personal papers from faculty and administration.  Archival work is a distinct profession and the archives should have at least one full-time permanent staff member with the same employment status as other non-teaching professionals.  There is also the need for support staff and students workers, but there are no clear guidelines for staff to holdings ratio.

There are three components to space and facilities, storage, staff, and public.  These three seem to get juggled.  Storage space is important and needs to be adequate.  Processing takes a lot of space, though, and you need room for people to work.  At the same time you need enough space for researchers to work and for exhibits to provide outreach.  It seems like there is never enough space for any of these, however, but it’s important to keep them in mind.  It is also important to know your service goals and meet them.  This involves juggling the constituency needs for students, faculty, and administrators.

Maher, William J.  (1992). The Management of College and University Archives.  Society of American Archivists and Scarecrow Press, Inc.