1636 – Harvard founded1851 – “archives” are created1879 - Harvard becomes a private institution1939 - HUA officially established; “University record” is defined1995 - Records Management Program established2007 - First University websites harvested by HUA
Archival policy does not live in a vacuum
InstitutionalVision StatementThe mission of Harvard College is to educate the citizens and citizen-leaders for our society. We do this through our commitment to the transformative power of a liberal arts and sciences education.Harvard University ArchivesMission StatementThe Harvard University Archives supports the University's mission of education and researchby striving to preserve and provide access to Harvard's historical records; to gather an accurate, authentic, and complete record of the life of the University; and to promote the highest standards of management for Harvard's current records.
The Harvard University Archives collects records (paper, visual andelectronic), papers and manuscripts, publications, and other historical materials documenting theintellectual, cultural, administrative and social lifeof Harvard University from the 17th century to the present. The Archives serves as theprincipal repository for the institutional records of the University and faculty archives, including papers and manuscripts. The Archives seeks todocument the faculty,students,and academic programsat the University, as well as Harvard’scentral administration, its libraries, museums, research centers and affiliated organizations.Themajor collecting categoriesare:Harvard UniversityRecords(Institutional Records)Manuscripts and PersonalArchives(Faculty, alumni, and student personal archives)AssociatedOrganizationRecords(Student and staff organizations; organizations affiliated with Harvard)University Publications and Dissertations, Theses, and Prize PapersHistorical Materials(all the other stuff that relates to Harvard history….)For full details on the Harvard University Archives collecting areas, see the Harvard University ArchivesCollection Development Policy.
Harvard University Archives Collecting Policy
Appraisal and Acquisition at HUA
Records ManagementRecords SchedulesArchival TransfersOutreachRelationship Maintenance
"Field Work“Donor relationsGift agreementsOutreachRelationship Maintenance
Appraisal: How we define “value”
Archival value is not equal to monetary value and vice versaAdministrative valueLegal valueFiscal valueEvidentiary valueIntrinsic/historical valueExhibit/visual value
What is RecordsManagement Services?Works primarily with Harvard offices and administrative staff in Central Administration and Academic Departments and CentersAdviseson risk,security, retention, and historical significance of records and historical property at HarvardTeaches workshops on managing paper and electronic records“Upfrontappraisal” -- Create records schedules which include appraisal of different records series created by the institution, and advises on how long to keep them, and how to “dispose” ofthemFacilitates secure destruction of institutional recordsArchivists and records managers work together to transfer records to the Archives thatare permanent of historicalimportance
Records Schedule Detail
What isCollection Development at HUA?Works primarily with Harvardfaculty, alumni, students, affiliated organizations, and the general public to bring personal archives into the collectionConducts research in potential collections and scholarly trends, reaches out to donors, collaborates other “curators” at Harvard to bring collections into our LibrariesProvides donors with information on donation process, negotiates gift agreements, advises donors on potential issues related to privacy and confidentiality, as well as University records policies and state and federal laws relating to their recordsPrimarily appraises collections “in the field;” gathers information from donors important to CS for cataloging and PS for providing accessWorks with RMS to educate community about responsible record keeping practices
Consensus in mission on what we want/NEEDto collect to fulfill yourmissionShared understanding of the services of both sides of (e.g. “not my department”)Shared understanding of how institutional records and personal archives created in the Harvard community complement each other in fulfilling our missionFocus on actively reaching out to key players in our administrative and intellectual community and identifying important places to find “the story within the story,” as well as how the whole story fits togetherAwareness of trends in scholarship (research data); ability to pivot when neededNuanced understanding as to how policy and law (University, federal and state), intellectual property rights, and privacy and confidentiality issues may have an impact on what we can collect and make availableWorking with CSPS to provide the best documentation we can about incoming collections to make their work just a wee bit easier
CDRMS Integrated Approach to Documenting Harvard
10 things they never taught youingraduate school
Wear dark, comfortable, presentable clothes and shoesBring a buddy, if you canBring/take your allergy medicationBe prepared for offers of food that you don’t like/eatHave a “go bag” for packing and bring “personal” suppliesTell someone on your staff where you will be and when you expect to be backBring your “sales kit”Be prepared for unconventional or intrusive questionsBe prepared for unexpected emotional outburstsBe kinder than you need to be, say thank you no matter what, and clean up after yourself
Defines areas and communities of documentation and collecting in more detailNarrowsand/or focuses the scope of what to collectAllows for proactive instead of reactive collectingManages quantity and quality of acquisitionsProvides a shared understanding of collecting missionProfessionalizes the selection process to the “outside world”Improves donor relations and ability to say “No, thankyou”Or helps you explain why you collected something controversial or unpleasantDemonstrates success in documentation, in a manner that is accessible to resource allocatorsEmpowers to reappraise and deaccession!
Who does the archives exist to serve?Administration (Corporate, Institutional)Town, CommunityStudents, FacultyScholars, Specialists, GenealogistsAll or a combination of the above?
Collecting Policy: Audience
Collecting Policies in Ten Steps
Study institutional mission statementAnalyze your collections; identify strengths and weaknessesAnalyze collecting policies/strengths of other relevant repositoriesAnalyze use of current collectionsAssess repository resourcesDiscuss data broadly to determine meaningDraft/re-draftnew mission and policyReview with stakeholders and obtain formal approvalMake PublicImplement