1. THANKS FOR THE MEMORY THE ROLE OF THE LIBRARY IN BUILDING AND MAINTAINING INSTITUTIONAL ARCHIVES BY ANNE MCKEAGE JUNE 13, 2012

2. 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

3. 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.

4. Example of an Annual Report and the unique information they contain.

5. Example of patient information

6. Photos must be identified and dated Great photo of who? McMaster University First Dept of Medicine, 1970

7. Mountain Sanatorium, 1906-1969 Children lined up outside the Bruce Building, c1930 2 patients Ambulance c1916

8. Photo collection from Dept of Laboratory Services, 1950-1957 Found 1998

9. Photo collection from Dept of Laboratory Services, 1950-1957 Found 1998

10. Deeds for Mountain Sanatorium Lands from Finance Dept. 1905-1970 Found 1997

11. Hamilton General Hospital Graduation. Class 1946B Miss Ethel Gilbert teaching 1957 Nurses station, 1960-1969

12. HAMILTON GENERAL HOSPITAL SCHOOL OF NURSING ALUMNI COLLECTIONS 1927-1930 LATE LEAVE PASSES 1930 Page from Scrapbook 1927

13. Gerry Hiebert Series Administrator, 1967-1973

14. Anatomy Class 1969 Curriculum Planning 1970s Dr. Charles Barb Mueller. First chair of Surgery First graduating medical class 1972 19 graduates, 5 teachers/planners

15. Learning Resources Dept.: Lynn Johnstons take on the Slide/Audiotape collection

16. Nursing Curriculum HAMILTON GENERAL HOSPITAL SCHOOL OF NURSING 1954 McMaster University 2003

17. How to collect records &

18. How to store the records Hard copy records A lockable storage space Contact Brodart. www.brodart.ca Hollinger boxes / Bankers boxes Acid free file folders Acid free paper Acid free envelopes Archival pen

19. How to provide access Buy archives software like Eloquent Archives, InMagic or ARCHEION ICA. Create a website Buy scanner and digitize photographs

20. 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

22. What youll need A scanner Archival Supplies A Computer Archives software and a website A studentA supervisor Lockable space

23. 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

26. Yes! Absolutely! Thank you for calling!