Between Two Worlds:Managing an Archives Between Archivists

Gregory J. KockenReference Archivist

American Heritage CenterUniversity of Wyoming

gkocken@uwyo.edu

To Begin, Some Images…

These pictures were taken in the Public Reading Room!

And…

The processing room

Also visible to the general public.

The Functions of an Archival RepositoryPlanning

Management

Processing

Collections Management

Collections Maintenance

Public Services

The Functions of an Archival Repository

Planning

•Purpose

•Structure

•Collections

•Space

•Budget

Management

•Negotiator

•Entrepreneur

•Nurturer

The Functions of an Archival Repository

Processing

•Arrangement &

•Description

Collections Management

•Solicitation

•Appraisal

•Accessioning

Collections Maintenance

•Preservation

•Conservation

•Security

The Functions of an Archival Repository

Public Services

•Access

•Outreach

•Advocacy

The Repository in Transition:Evaluating Archival Functions

•Legal Obligations

“Archivists must uphold all federal, state, and local laws.”

•Ethical Obligations

An “accidental archivist” should maintain good business practices.

The Repository in Transition:Evaluating Archival Functions

Planning and Management

These are necessary functions for every repository, especially for those in transition.

The level to which an “accidental archivist” is involved with planning and management is dependent upon the administrative hierarchy present within the repository or its parent institution.

The Repository in Transition:Evaluating Archival Functions

Public Services

This is at the core of why most archival repositories exists, and is a necessary function for repositories in transition.

Providing access to collections is essential, but outreach and advocacy efforts may need to be suspended.

The Repository in Transition:Evaluating Archival Functions

Processing

The arrangement and description of archival collections is a non-essential archival functions during periods of transition.

The Repository in Transition:Evaluating Archival Functions

Collections Management

Accessioning of new materials should continue during a transition.

Appraisal and the solicitation of new materials should be suspended.

All potential donors should be acknowledged and informed they will be contacted once the repository returns to a stable state.

The Repository in Transition:Evaluating Archival Functions

Collections Maintenance

Accidental archivists should monitor and ensure that a suitable preservation environment is upheld.

Accidental archivists should never attempt to perform conservation work.

Security needs to be maintained.

Some Final Thoughts…

Accidental archivists need to understand the limitations of their position, the operations of the repository they serve, and work within their own skill set.

Managers and departing archivists should consider hiring more paraprofessional staff or a visiting archivist to help during a planned transition.

And finally… Communication is Critical!

Gregory J. KockenReference Archivist

American Heritage CenterUniversity of Wyominggkocken@uwyo.edu

Thank You