[Oe List ...] PROCESS WITHIN THE VALUES FOR THE ARCHIVES

[Marge Philbrook]

I am so excitd that we are getting all this input before the ICA Board meets
this next weekend.  Several people are joining them in making their
strategic plans.  We plan to have a great time in the 3 days after the board
meeting, making sure that we are making sense.  I don't feel like any of us
are working alone any more.  With respect.  Marge Philbrook


2009/5/24 David Walters <walters at alaweb.com>

>  I think before we get too deep in the practices of formulating a plan for
> the Global Archives that we seek some advice from those who do this kind of
> work every day, rather trying to reinvent wheel. There are two groups in
> Chicago that can help us. One is the
>
> Chicago Area Archivists - http://www.chicagoarchivists.org/cara.html.
> About a year ago they formed a subgroup called Chicago Area Religious
> Archivists - http://www.chicagoarchivists.org/cara.html. What we need from
> them is advice on how to do what we are trying to do using current archival
> practices and how to do it using the latest technologies. Marshall has
> already raised several issues in this regard. Bill Parker has suggest some
> procedures that seem to me to be too cumbersome yet also point in the right
> direction
>
>
>
> I also think that there several people that need to be involved that worked
> with the archives in the past. Most important is their knowledge of how the
> archives were set up and what values were held in doing so.
>
>
> Also, the *National Historical Publications** *and Records *Commission*(NHPRC) is the grantmaking affiliate of the
> *National** *Archives and Records Administration makes grants to enable a
> n organization like the ICA to hire professional archivists to make an
> assessment of archival collections- www.archives.gov/nhprc/. This would be
> invaluable assistance on the front end of the process we are. I also think
> that Marge’s part time employment and some other things that are already
> going on could be used as in-kind matching for a grant.
>
> David Walters
>
>
> *ARCHIVAL PROCESS WITHIN THE VALUES FOR THE GLOBAL ARCHIVES*
>
> *CREATING THE PERMANENT INDEX WHICH SHOWS THE PHYSICAL LOCATION OF EACH
> ARCHIVE*
>
> 1.       FORMULATE THE REQUIRED INDICES FOR THE ARCHIVES AND DETERMINE THE
> RATIONAL OF EACH. ONE OBVIOUS INDEX WOULD BE PHYSICAL LOCATION, ANOTHER
> WOULD BE CHRONOLOGICAL IF THAT IS THE WAY THE ARCHIVES ARESTORED. THE
> CERTAIN POINT OF BEGINNING WOULD BE THE PHYSICAL LOCATION OF ANY DOCUMENT
> ANY WHERE IT IS.
>
> 2.       WITH OUT INVADING THE FILES, ATTEMPT TO ORDER THE FILE CABINETS,
> NOT FILE FOLDERS, IN CHRONOLOGICAL ORDER
>
> 3.       ASSIGN A NUMBER TO EACH FILE CABINET (1-172)
>
> 4.       ASSIGN A LETTER TO EACH DRAWER WITHIN EACH FILE CABINET (A,  B,
> C, OR D)
>
> 5.       ASSIGN A TITLE TO EVERY FILE FOLDER AND MAKE A LIST OF FILE
> FOLDER TITLES IN EXCELL (RSI)
>
> 6.       SHOOT A DIGITAL PICTURE OF EACH PAGE CODED WITH THE NUMBER OF THE
> FILE CABINET, THE LETTER OF THE DRAWER, THE TITLE OF EACH FILE FOLDER, THE
> NUMBER OF EACH PAGE AND ALLOW THE CAMERA TO NUMBER EACH IMAGE [00210
> (64B/RSI/23)]
>
> *GETTING THE ORGANIZATIONAL WORK DONE THROUGH SIMULTANEOUS EFFORTS*
>
> 1.       ASSIGN A TEAM OF FOUR TO EACH REVIEW DIGITALLY THROUGH THE IMAGES
> TAKEN ONE OF THE FOUR DRAWERS  IN A FILE CABINET
>
> 7.       ORGANIZE THE CONTENTS OF THE DRAWERS BY PULLING THE TOGETHER THE
> IMAGE NUMBERS ASSOCIATED FOR EACH PAGE. THIS WOULD BE A FILE SAVED AS THE
> DIFFERENT FILE FOLDER TITLES. IT WOULD NOT CHANGE THE PERMANENT ORGANIZATION
> OF THE TOTAL GLOBAL ARCHIVES. BUT AT THE END OF THIS PROCESS THE GLOBAL
> ARCHIVES COULD BE RECONFIGURED INTO ANOTHER STRUCTURE, BUT WITHOUT
> DESTROYING THE ORIGINAL CONFIGURATION, THE FC/D/FT/P/I = FILE CABINET,
> DRAWER, FOLDER TITLE, PAGE, AND IMAGE.
>
> 8.       THAT TEAM WOULD COLLABORATE TO PULL TOGETHER THE RESULTS OF THE
> DRAWER WORK AND COMPLETE THE ORGANIZATION OF THE ENTIRE FILE CABINET.
>
> 9.       A REPRESENTATIVE  FROM EACH TEAM WOULD WORK WITH OTHER
> REPRESENTATIVES FROM OTHER TEAMS TO PULL TOGETHER THE SUBJECT CATEGORIES FOR
> THE ENTIRE ARCHIVE
>
> 10.    A COMMISSION FOR THE GLOBAL ARCHIVES OF THE ORDER ECUMENICAL/EI/ICA
> WOULD ALL SIGN OFF ON THE ORGANIZATION OF ALL OF THE FILE CABINETS INTO
> OVERARCHING CATEGORIES.
>
> *SUPPORTING THE ENGAGEMENT OF THESE ARCHIVES FOR THE 21ST CENTURY*
>
> 1.       AT THIS POINT ANYONE COULD HAVE ON-LINE ACCESS TO CONDUCT
> RESEARCH ON ANY SUBJECT THAT MIGHT BE ON THEIR MIND.
>
> 2.       GET THIS ARCHIVES INTO THE HANDS OF UNIVERSITIES TO PROVIDE A
> “LIVING ARCHIVE” THAT CAN, FOR EXAMPLE, TEACH A CS1 COURSE SO THE RESEARCH
> BECOMES DYNAMIC AND ALIVE WITH PEOPLE WHO DID THIS IN THE 20TH CENTURY AS
> A WAY THEY RESPONDED IN THEIR TIME. FOLLOWING THE COURSE AN INTENSIVE
> WORKSHOP WOULD BE CONDUCTED WITH THOSE WHO TOOK THE COURSE TO DETERMINE WHAT
> WAS THE IMPACT OF THE COURSE, HOW THIS COURSE IS ADDRESSING TODAY’S ISSUES,
> AND WHAT IT MEANS TO BE RESPONSIBLE HUMAN BEING TODAY.
>
>
>
> BY BILL PARKER
>
>
>
>
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>
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