Presented by Margot Note on October 29, 2008

Introduction to the Archives

Objectives • Identify and collect records of enduring value• Catalog and process by recognized standards• Organize collections for better accessibility• Ensure secure storage and preservation• Digitize and create materials for new website

Philosophy• More Product, Less Process*• Processing practices, developed for 19th

century collections, cannot keep up with the growth of modern collections, resulting in backlogs.

• New practices improve accessibility.

*Based on “More Product, Less Process: Pragmatically Revamping Traditional Processing Approaches to Deal with Late 20th-Century Collections,” by Mark A. Greene and Dennis Meissner (American Archivist, 2005).

Results• Three-year backlog cataloged in 9 months• Information requests fulfilled same day or

instantly• Physical and intellectual control of materials• Digitization of important documents

ChallengeArchives are not a central, physical location,

but digital, on-site, and off-site elements:

On-site Archives SlidesResource Room PrintsLibrary Digital ImagesImage CDs PDFsVideos Off-site FilesDVDs Off-site Publications

Solution• Archives on WUMFIE is a gateway to our

resources:– Links– PDFs– PowerPoints– Finding Aids– Lookup Tools– Other Resources

Definitions• Finding Aids: Documents that assist users

to access and understand the materials• Lookup Tools: Reports created from the

Collections database that allow users to search for terms, filter, sort, and export

Digital Image Collection• 54,000 digital images• Arranged by Country, Site, and Project• Overhauled in Summer 2007

Direct link to the serverRemote access for affiliatesMetadata viewer to view metadata without Photoshop

Image CD Collection• 1,400 CDs in Resource Room • Organized by Country• Cataloging completed in Summer 2007• Assigned a holding ID for easy access

Lookup Tool

Project Profiles• 14 International Sites Project Profiles• American Sites Project Profiles

Updated Explanatory PowerPoint Links to Project Profile PDFs

Periodicals• IFM/WMF Newsletters, Milestones, and

ICONs from 1969 to 2007• Digitized in Spring and Summer 2008

Digital copies, finding aids, and index

IFM/WMF Materials• Digitized in Winter and Spring 2008

BrochuresIFM Publications

Church of Santa Maria del GiglioChurch of the PietàLalibela Phase IWalls of Verona

IFM/WMF Materials (cont’d)• Past Publications digitized in Fall 2008• High- and low-resolution

Architectural Conservation in the Czech and Slovak Republics Conservation & Economics Enhancement Plan for Valtice

Zamek & Its Environs Employment Strategies For the Restoration Arts Financing Cultural/Natural Heritage and Sustainable Development Kress Foundation European Preservation Program Trails to Tropical Treasures: A Tour of ASEAN Cultural Heritage MORE SOON

Slide Collection• 105 binders of slides in the Resource Room • Organized by Country, Site, Project• Updated and reorganized in Fall 2008• Many key images already digitized

Lookup Tool and Finding Aid

Print Collection• Thousands of images in Storage Room• Organized by Country and Site• Many key images already digitized

Lookup Tool and Finding Aid Soon

Video and DVD Collections• 228 Videos and 22 DVDs in Resource Room • Organized in boxes by Country and Site• Cataloged in Summer 2008

Lookup Tools and Finding Aids

On-Site Archives• Closet near freight elevator • Organized by format/subject in Summer 2008• Physical copies of books, newsletters,

magazines, Watch, Hadrian, Annual Reports, Brochures, etc.

Content Listings

Off-Site Storage• 1,900 boxes of project and department

files and extra copies of publications• Collections database reorganized in

Summer 2008

File Lookup Tool Publication Lookup Tool

Library• Arranged by Theme, Region, Country, and

Site• Reorganized in Spring 2008 • Browse or ask Margot to locate specific

items

Resource Room

• Mac station for scanning, using Photoshop, and viewing Image CDs

• Light table for slide viewing• Publication Stock shelves created in

Spring 2008

Archives Support Your Work!• Ask questions. • Ask for assistance. • Suggest future projects.

Explore the Archives on WUMFIE!

Special thanks to Ed for WUMFIE and Lookup Tools Assistance.