^1 MID-ATLANTIC REGIONAL ARCHIVES CONFERENCE '\m\d- ^^^^^^^^ ^^ d^>1RCHII/IST ISSN 0738-9396 VOLUME d^/No2 SPRING 2000 TALES FROM THE BASEMENT "Buccleuch Mansion'1925 Photographer-VanDervecr Digitized by the Internet Archive 2014 in https://archive.org/details/midatlanticarchi2922unse BUCCLEUCH MANSION New Brunswick, May 18-20, 2000 CLIMB DOWN FROM THE IVORY TOWER and come listen in New Brunswick. "Talesfrom the Basement: Managing People, Time, and Technology in the Archives' offers sessions and workshops designed to share the practical wisdom and experiences ofeffective archival managers. Beyond the ?theory taught in school, archivists need the art and skill of rnanaging human resources, budgets, and the politics of archival advocacy. Personnel topics range from using contract employees, to replacing longtime employees and recruiting in the corporate world. Several sessions will focus on effective management of technology, such as adapting web sites to meet needs ofthe visually impaired as well as developing expertise in handling electronic records. Advocacy and action will be encouraged in all sessions, whether the topic is budget defense, staffing needs or internal outreach. From distance learning to the ephemeral world ofdance, these sessions convey tales from the basement, the realm of the practicing archivist. About the cover: Constructed in 1739, New Brunswick's stately Buccleuch Mansion graces our cover in this 1925 image, courtesy ofSpecial Collections and University Archives at Rutgers University. The Georgian manse quartered redcoats in 1777, but will enjoy a much more pleasant occupation as the site ofK4ARAC's Friday evening reception on May 19. XXX/2 TABLE OF CONTENTS 01 Introduction 04 From the Chair 08 Steering Committee Meeting Summary 1 1 Treasurer's Report, FY 1999 12 One Of Our Own 14 New Brunswick When & 16 State Local News 22 Preservation News 24 New Members 25 Extras 26 Leonard Rapport MAI Scholarship 27 Meeting Scholarships 27 Finding Aids Awards 3 ^f^^ ^ MARAC FROM THE CHAIR MARAC It is spring, and the Spring 2000 Conference is almost here. I am looking forward to New Brunswick, and have been following MARAC the conference planning with interest. The last conference in New Brunswick was Spring 1990. Because I was the Local Arrangements Chair for the Fall 1990 conference in vMexandria, VA, I was particularly concerned with how the New Brunswick planning committee put that conference together. It was a very well organized conference, carried out very well. I am sure that this conference will also be excellent. If the work and efforts of the Local Arrangements Committee with Erika Gorder and Steve Dalina as Co-Chairs, and the Program Committee under Co-Chairs Rebecca Johnson Melvin and Paul Lasewicz are any indication, this will be a well organized and executed affair. I am also sure that it will be well attended. I encour- age all ofyou to put this conference on your "must go" list. As I write this article in late February, I am forming a committee to review MARAC's contract with Kimball and Associates (K&A). Many ofyou are aware that K&A has become very much involved in MARAC activities, carrying out many tasks that the membership had K&A previously done. has been involved in everything from the new membership directory to writing the individual checks to pay MARAC's expenses. This committee will review MARAC's progress with K&A and determine how to approach the renewal ofthis con- tact, which expires on June 30, 2000. Any member with a view on this issue should feel free to contact me. The committee wants to have as much information as possible for the contract review process. MARAC has applied to the IRS to change its tax exempt status. We are currently a 501(c)(6) organization, a tax exempt business We or professional organization. are seeking 501(c)(3) status, to MARAC make a tax-exempt educational/charitable organization and allow us to operate a little differently. For example, anyone making a MARAC contribution to will be able to take a deduction at income MARAC tax time. will also be able to broaden the exemption that we have from paying some state and local sales taxes. We hope for a positive outcome to this application. XXX/2 FROM THE CHAIR MARAC elections are here, and by the time you receive this newsletter, you should have voted. As I tell attendees of the new members' meeting at each conference, we are a participatory organi- MARAC zation. is an outstanding professional archival organiza- tion because its members put forth the energy and expertise to make it so. In looking at the election ballot, I noted a mixture of both new and experienced individuals, a very positive sign. MARAC needs both veteran archivists and those new to the profes- MARAC sion. Ifyou have not taken part in activities, I encourage you to consider becoming involved. Your archival experience will MARAC be broadened, and will benefit from your service. Think about it. See you in New Brunswick. James Byers,Chair Archives ofAmerican Art Smithsonian Institution Phone: (202) 314-3905 [email protected] ^1 5 Archival Issues The Journal of the Midwest Archives Conference Published twice annually and circulated throughout the United States and the English- speakingworld, ArchivalIssuesis the United States' other archival journal. All submission are refereed, and the Editorial Board ofArchivalIssuesstrives to publish diverse and stimulating articles that will interest and educate archivists in a wide variety ofinstitutions and at different career stages. Recent and upcoming articles include an analysis ot public perceptions of archives, a major reappraisal case study, a look at EAD obstacles and opportunities, a provocative essay on archival education, and an overview ofevolving electronic records theory and practice. While thejournal receives and publishes submission from throughout the United States, the Editorial Board is especially interested in publishing excellent papers present- ed at major regional conferences, and in particularwould welcome submission from MARAC meetings. Submissions by students in graduate programs are also encouraged. And in the frugal tradition ofthe U.S. heartland - a subscription costs only $20 per year. Visit our Web page at http://www.iiiidwestarchives.org/ai.htm. To submit an article, To subscribe, contact: contact: Barbara L. Floyd Mark A. Greene William S. Carlson Library Minnesota Historical Society University ofToledo 345 Kellogg Blvd. West 2801 W. Bancroft Street MN OH St. Paul 55102 Toledo 43606 Phone: 651-296-2620 Phone: 419-530-2170 Fax: 651-296-9961 Fax: 419-530-2726 [email protected] [email protected] /1TL/1NTIC /1RCHII/IST MARAC Service Award Request Form This award is given to individuals who have been long-standing, hard-working members ofMARAC, and who have made significant contributions to the organiza- tion. Those involved with MARAC committees (Membership, Local Arrangements, Program, Ad-hoc Committees, etc.) have been past recipients. Any individual who has contributed to making MARAC a successful organization in any way can be nominated for the ServiceAward. Name ofperson to be recognized. Record name as it should appear on the certificate. Check spelling ofname and proper form ofname (nicknames, etc.). Outstanding service preformed by individual. Provide specific details; prepare draft for text ofcertificate. Submit to the Outreach Committee by April 28, 2000. Michelle M. Powers Rockefeller Archive Center 15 Dayton Avenue NY Sleepy Hollow, 10591 [email protected] For Outreach Committee use (recorddateofaction, decisions made) Outreach Committee Review: Steering Committee Review: MARAC Information given to Archivist for preparation ofcertificate: (six to eight weeks before the meeting) Completed certificate give to Outreach Committee for Presentation: Presented at Breakfast Meeting: Submitted by: Mailed certificate to recipient: Date: MARAC STEERING COMMITTEE MINUTES February 11. 2000 It was reported that membership B. Upcoming meetings Maryland Historical Society fell from roughly 1 100 last year to • For New Brunswick NJ Baltimore, Maryland 850. The 1999 administrator's report (May 18-20, 2000) $2,500 in dona- and membership figures will be tions has been raised toward the CALLTO ORDER reviewed to determine the reason for overall goal of$7,000. Adesigner 1. MARAC the decline, which may be as simple and printer have been selected, and Jim Byers, Chair, called the as members forgetting to renew. will likely provide services for meeting to order at 11:10 a.m. at the Caucus representatives will contact MARAC meetings on a regular basis. Maryland Historical Society in Baltimore, MD. non-renewing members using mail- • Mailings for Cleveland, OH ing labels and membership lists from 2. APPROVAL OF MINUTES K&A. The DC caucus noted that (Oct. 19-21, 2000) were discussed. The Midwestern Archives The minutes ofthe 1 1 November the labels they received were not Conference (MAC) uses bulk mail 1999 Steering Committee meeting complete sets. Susan gave caucus for a final conference program sent were approved. membership lists to the representa- two months in advance, while 3. CHAIR'S REPORT tives, and asked for corrections and MARAC sends a preliminary pro- additions. MCC (Appendix 1) gram first class. has decided to A. All necessary paperwork has been Some members registered disap- mail one program like MAC, and pointment with operational and submitted to the IRS for the change asked Steering Committee to deter- management glitches during the in MARAC's tax status. minewhich rate to use. As many transition, and suggested that as & members noted problems with bulk B. Susan Oderwald ofKimball compensation, MARAC's costs for mail, particularly in the Northeast, Associates (K&cA) reported on stage certain contracted services should be two of K&A's transition phase, reduced. K&A noted this. first class mailingwas approved. which focuses on evaluation and In the next few weeks, Jim will • Diane Windham Shaw andJoan review of activities to date. K&A is appoint four or five members from Echtenkamp Klein will co-chair the determining the scope ofservices Steering Committee to review the Program Committee for Philadelphia, MARAC requires, adjusting to K&A contract, which expires in PA, Spring 2001. MARAC's processes, and setting up June. Specifically, the group will • High costs for the Hotel systems and structures to address on- assess MARAC's position, identify Roanoke led MCC to shift the meet- going issues. During this period, problems and possible solutions, and ing to Richmond, VA, for Fall 2001. which is expected to end within a decide whether the contract will be Jodi Koste and Tom Crew will co- few months, unanticipated problems renewed. chair the Local Arrangements and "bugs" typically disrupt opera- VICE CHAIRS' REPORT Committee (LAC); Linda Angle 4. tions, but Susan pointed out that the K&A (Appendix2) Miller and another (yet unnamed) situation will improve as gains more experience with MARAC. A. Recent meetings member willMcCo-Cchair the program • The books for Penn State, Spring committee. will deal directly Susan discussed developing an 1999, should be closed out by the with the hotels (two have been con- operational handbook and standard K&A end ofFebruary. tacted); will consult. Relying calendar to reduce future problems. on K&A to handle the negotiations She reported on delays in new mem- • The hotel bill for Hauppauge, completelywould be too expensive. ber letters, registration problems at Fall 1999, has been settled, though To minimize hotel expenses, the Hauppauge meeting, and issues other bills may be outstanding. MCC proposed a Friday-Sunday with state caucus member mailing There is a strong possibility that labels. She announced successful MARAC will lose money on this schedule to replace the usual Thursday-Saturday meeting. After a completion ofan audit ofMARAC's meeting. K&A long discussion, Steering Committee books, and that will prepare approved the recommendation as an MARAC's taxes. MCC experiment. will work out the ?^ 8