THANKS FOR THE MEMORY THE ROLE OF THE LIBRARY IN BUILDING AND MAINTAINING INSTITUTIONAL ARCHIVES BY ANNE MCKEAGE JUNE 13, 2012
Why to collect historical materials What to collect. How to collect it. How to store it. How to provide access to it. How you and your clients might make use of it. CONTENTS
WHAT TO COLLECT: INSTITUTIUTIONAL RECORDS OF HISTORICAL VALUE Planning Material Annual Reports, Accreditation Reports, Major Project Reports Minutes of major decision making committees Publications such as internal newsletters and patient information Annual Financial Statements Course materials Special events such as conferences, lecture series, fund raisers, anniversary celebrations Identified photographs either print, negative or digital, DVDs, Videotapes and Audiotapes. Curriculum Vitae of directors, chairs and other principal staff members.
Example of an Annual Report and the unique information they contain.
Example of patient information
Photos must be identified and dated Great photo of who? McMaster University First Dept of Medicine, 1970
Mountain Sanatorium, Children lined up outside the Bruce Building, c patients Ambulance c1916
Photo collection from Dept of Laboratory Services, Found 1998
Photo collection from Dept of Laboratory Services, Found 1998
Deeds for Mountain Sanatorium Lands from Finance Dept Found 1997
Hamilton General Hospital Graduation. Class 1946B Miss Ethel Gilbert teaching 1957 Nurses station,
HAMILTON GENERAL HOSPITAL SCHOOL OF NURSING ALUMNI COLLECTIONS LATE LEAVE PASSES 1930 Page from Scrapbook 1927
Gerry Hiebert Series Administrator,
Anatomy Class 1969 Curriculum Planning 1970s Dr. Charles Barb Mueller. First chair of Surgery First graduating medical class graduates, 5 teachers/planners
Learning Resources Dept.: Lynn Johnstons take on the Slide/Audiotape collection
Nursing Curriculum HAMILTON GENERAL HOSPITAL SCHOOL OF NURSING 1954 McMaster University 2003
How to collect records &
How to store the records Hard copy records A lockable storage space Contact Brodart. Hollinger boxes / Bankers boxes Acid free file folders Acid free paper Acid free envelopes Archival pen
How to provide access Buy archives software like Eloquent Archives, InMagic or ARCHEION ICA. Create a website Buy scanner and digitize photographs
Result Historical collection accessible through the the website and library catalogue, managed and searchable using archives software. Intellectually together even if physically all over collection. – Non circulating collection in locked storage room: Archival records and older publications. – Circulating collection: publications by and about your hospital, secondary histories of health and medicine. – Digital collection
What youll need A scanner Archival Supplies A Computer Archives software and a website A studentA supervisor Lockable space
What you need to do Find lockable space Search library catalogue Contact Executive Offices Contact Public Relations Office Contact other departments Buy archival supplies Buy archival software eg. Eloquent Archives and input the data. Create webpage for Historical Collections
Yes! Absolutely! Thank you for calling!