LBHC Archives: Univ. of Michigan Summer 2000 Intern Report

Little Big Horn College and
The University of Michigan
School of Information and University Library
Spring - Fall 2000

Cultural Heritage Preservation Institute

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The Little Big Horn College Archives: Crow Indian Historical and Cultural Collection

Report of Activities by Cris Paschild, University of Michigan School of Information graduate student and summer intern at Little Big Horn College, May - June, 2000.

Summary of Projects:

Located and organized existing inventories (box lists, etc.) into reference folders. In cases where no box lists were available, completed preliminary inventories, usually on the folder level. Some materials were refoldered as part of the inventory process.

Evaluated unprocessed collections, assessing processing and conservation needs and clarifying provenance and accession histories.

Completed the final draft of a policy and procedures manual to be presented to the College Board for approval. The goals of the manual are to standardize and control the manner in which materials are accessioned by the archives and accessed and used by researchers.

Restructured existing forms for accessioning (deed of gift, provenance sheet, etc.) to better record pertinent information. Installed a wall unit in the archivist's office to make forms, stored in labeled folders, more readily available. Drafted rules of use and posted them in the archives' reading room along with signage requesting all users sign-in the log. (These rules as well as all accessioning forms were included as addendum in the above mentioned manual.)

Edited existing archives inventory with processing recommendations into a more accessible format, updating information where applicable.

Performed preliminary processing of the Peggy Albright collection including the refoldering of materials and the completion of a folder-level inventory.

Analysis:

At the conclusion of the internship, roughly 65% of the archives collections had some sort of recorded inventory that can function as a basic finding aid. Reference folders of these inventories should serve as a centralized and accessible starting point for users of the collections. The general inventory described above may also function as a preliminary finding aid.

Many collections include materials that should be deaccessioned, for example, secondary printed materials that can be easily obtained elsewhere. Several collections in the archives do not match the acquisition statement and inappropriate acquisitions arrive at the archives without proper appraisal and accession procedures. Once in the archives, these collections are rarely removed, adding to the already large backlog of unprocessed materials. The archives currently does not actively seek to add collections. Education to College faculty and staff about what the archives holds and what types of collections it might accept is important. Proper collection evaluation and accessioning procedures were added to the above mentioned Archives manual as well as presented directly to the Library Committee that governs the archives practices.

The focus of the 2000 summer internship shifted from processing individual collections to helping establish organizational frameworks and procedures for the archives. Under the circumstances, laying groundwork for the management of the archives became the more pressing issue. A more solid archival system will facilitate addressing remaining tasks such as processing the collection backlog.

Recommendations

The Little Big Horn College Archives is an important institution with irreplacable cultural and historical materials. Graduate students from the University of Michigan School of Information would benefit from the continuation of internships and workshops with this institution. The following are recommendations for future projects at the Little Big Horn College Archives:

1) Target grants for collection processing.

The archives currently holds some very important collections that are unprocessed and, in some cases, in dire need of conservation work. The collection of Frederick Hoxie is the best example of this. Grants to support the processing and preservation of specific collections may be the best approach to getting this work completed, allowing an archivist the concentrated resources necessary for such a task. In consultation with the Little Big Horn College staff and faculty, an SI archives intern could gain valuable experience participating at either the grant writing stage or the processing/conservation stage.

2. Implement a records management program.

Little Big Horn College does not currently have a standardized and functional records management program. Since the college will most likely only continue to grow and generate more records, a solid records management program is a necessity. Interns working with college administration might design and implement a records management program for the school.

3. Conduct a thorough re-apprasial and deaccess materials.

This is the project that could have the most immediate positive effect on the archives but would also be the hardest to implement. Currently, the archives building is almost completely full and much of the space is being taken up by materials that do not have any archival value. Because of the sensitive issues sorounding the unique materials in the archives, there may be some resistance within the college and surrounding community to deaccessioning certain materials that would need to be effectively addressed. This could be achieved through outreach and education. A major concern with re-apprasial and decessioning materials is that these actions may be misinterpreted as "throwing away" and devaluing donated personal papers and collections.

4. Conduct faculty, student, and community outreach.

The Little Big Horn College Archives: Crow Indian Historical and Cultural Collections is currently dependent on the college for its support resources, including staff and funding. By making itself more visibly integral to the college, the archives could strike a stronger position regarding its need for continued and additional support. Through outreach to the students and faculty of the college, the archives could not only raise awareness of its holdings but also gather information about how best to serve its potential users. Outreach could include surveys of students and faculty, class visitations by the archivist, student tours, and working with instructors to design class projects that utilize the archives. Some of these activities already take place periodically but could become more organized and regular. A more ambitious project might also take on general community outreach.

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Report of Activities by Cris Paschild, University of Michigan School of Information graduate student and summer intern at Little Big Horn College, May - June, 2000.

Summary of Projects:

Located and organized existing inventories (box lists, etc.) into reference folders. In cases where no box lists were available, completed preliminary inventories, usually on the folder level. Some materials were refoldered as part of the inventory process.
Evaluated unprocessed collections, assessing processing and conservation needs and clarifying provenance and accession histories.
Completed the final draft of a policy and procedures manual to be presented to the College Board for approval. The goals of the manual are to standardize and control the manner in which materials are accessioned by the archives and accessed and used by researchers.
Restructured existing forms for accessioning (deed of gift, provenance sheet, etc.) to better record pertinent information. Installed a wall unit in the archivist's office to make forms, stored in labeled folders, more readily available. Drafted rules of use and posted them in the archives' reading room along with signage requesting all users sign-in the log. (These rules as well as all accessioning forms were included as addendum in the above mentioned manual.)
Edited existing archives inventory with processing recommendations into a more accessible format, updating information where applicable.
Performed preliminary processing of the Peggy Albright collection including the refoldering of materials and the completion of a folder-level inventory.

Analysis:

At the conclusion of the internship, roughly 65% of the archives collections had some sort of recorded inventory that can function as a basic finding aid. Reference folders of these inventories should serve as a centralized and accessible starting point for users of the collections. The general inventory described above may also function as a preliminary finding aid.

Many collections include materials that should be deaccessioned, for example, secondary printed materials that can be easily obtained elsewhere. Several collections in the archives do not match the acquisition statement and inappropriate acquisitions arrive at the archives without proper appraisal and accession procedures. Once in the archives, these collections are rarely removed, adding to the already large backlog of unprocessed materials. The archives currently does not actively seek to add collections. Education to College faculty and staff about what the archives holds and what types of collections it might accept is important. Proper collection evaluation and accessioning procedures were added to the above mentioned Archives manual as well as presented directly to the Library Committee that governs the archives practices.

The focus of the 2000 summer internship shifted from processing individual collections to helping establish organizational frameworks and procedures for the archives. Under the circumstances, laying groundwork for the management of the archives became the more pressing issue. A more solid archival system will facilitate addressing remaining tasks such as processing the collection backlog.

Recommendations

The Little Big Horn College Archives is an important institution with irreplacable cultural and historical materials. Graduate students from the University of Michigan School of Information would benefit from the continuation of internships and workshops with this institution. The following are recommendations for future projects at the Little Big Horn College Archives:

1) Target grants for collection processing.

The archives currently holds some very important collections that are unprocessed and, in some cases, in dire need of conservation work. The collection of Frederick Hoxie is the best example of this. Grants to support the processing and preservation of specific collections may be the best approach to getting this work completed, allowing an archivist the concentrated resources necessary for such a task. In consultation with the Little Big Horn College staff and faculty, an SI archives intern could gain valuable experience participating at either the grant writing stage or the processing/conservation stage.

2. Implement a records management program.

Little Big Horn College does not currently have a standardized and functional records management program. Since the college will most likely only continue to grow and generate more records, a solid records management program is a necessity. Interns working with college administration might design and implement a records management program for the school.

3. Conduct a thorough re-apprasial and deaccess materials.

This is the project that could have the most immediate positive effect on the archives but would also be the hardest to implement. Currently, the archives building is almost completely full and much of the space is being taken up by materials that do not have any archival value. Because of the sensitive issues sorounding the unique materials in the archives, there may be some resistance within the college and surrounding community to deaccessioning certain materials that would need to be effectively addressed. This could be achieved through outreach and education. A major concern with re-apprasial and decessioning materials is that these actions may be misinterpreted as "throwing away" and devaluing donated personal papers and collections.

4. Conduct faculty, student, and community outreach.

The Little Big Horn College Archives: Crow Indian Historical and Cultural Collections is currently dependent on the college for its support resources, including staff and funding. By making itself more visibly integral to the college, the archives could strike a stronger position regarding its need for continued and additional support. Through outreach to the students and faculty of the college, the archives could not only raise awareness of its holdings but also gather information about how best to serve its potential users. Outreach could include surveys of students and faculty, class visitations by the archivist, student tours, and working with instructors to design class projects that utilize the archives. Some of these activities already take place periodically but could become more organized and regular. A more ambitious project might also take on general community outreach.