Fall 2000

Site Visits Are Made At Local Repositories Repositories are still being offered the opportunity to have a free Advisory and Technical Assistance site review conducted at their institution. The site review is provided through the Documentary Heritage Program in which a professional consultant will come directly to your location. In recent months consultants have made visits to the following sites and offered advice on how the repositories can better address some of their most important concerns. A site visit was made to All Souls Unitarian Universalist Church in Watertown on May 22, 2000. The consultant recommended that the archivist be present with the original materials at all times while they are on display. It was pointed out that the Church holds a series of "magnetic" chronologically arranged scrapbooks, and it was suggested that the materials be removed from these books as quickly as possible to prevent rapid deterioration. It was further suggested that the archivist monitor the conditions in the storage area. A site visit was made to the Lake Placid Center for the Arts in Lake Placid on May 23, 2000. The consultant recommended relocating the slide collection to a locked area above ground; starting a digitization process with a "pilot project" - developing a virtual exhibition featuring the best selection of images from the Barry Collection; developing a web site integrating the database search fields with the images scanned; and having someone assist in selecting a database/scanning/web site service. A site visit was made to the Town of Sandy Creek Historian’s Collection in Sandy Creek on June 6, 2000. The consultant recommended that the historical records currently housed in various locations be consolidated for sorting and integration with the remainder of the collection. It was further suggested that materials be stored in archival quality containers; that volunteers be sought to assist in sorting, cleaning, repairing, describing and archival housing the present collection of materials; and that all historical records be evaluated for retention using the to-be-developed collection management policy. A site visit was made to the Plattsburgh Public Library in Plattsburgh on August 12, 1999. The consultant recommended that when the Library next reviews its mission statement, it consider adding the local history collection to it. It was also suggested that the annual reports of acquisitions be compiled for the collection and user statistics; that a line item be added to the budget for the Local History Collection; and that copies of existing descriptions of the collection be distributed to the appropriate people. It was further recommended that the Library plan for moving the collection to a larger space; that it institute an annual cleaning of the books and stacks; that it meet with representatives of other collections in the area to coordinate collecting policies; that it allow the usage of manuscripts only under supervision; and that it prevent the photocopying of fragile items, and consider adding cataloging to its procedures manual. A site visit to the Parishville Museum in Parishville was made on July 20, 1999. The consultant recommended the reframing of photographs on display, as well as possibly rotating them and turning off the lights in the room they are displayed in when the room is not in use. It was also suggested that acid free products be used for paper records, manuscripts and books. Those at the Museum were encouraged to apply for grants for preservation and processing projects. In the report for each site visit, the consultant gave a detailed listing of what materials would be needed to incorporate each suggestion. The consultant also included a number of appendices on models, guidelines and samples dealing with associated topics. Although suggestions are provided to each repository, the institutions are not obligated to perform any of the recommendations. Librarians and archivists are reminded that no collection is too small or too large to be considered for a consultation