Spring 2002

On-Site Reviews Are Conducted Many repositories throughout the NNYLibrary Network’s region have been taking advantage of the Network’s free Advisory and Technical Assistance site reviews, which are funded through the New York State Archives. The review is provided through the Network’s Documentary Heritage Program. A professional consultant comes directly to your location to conduct the review. If you have a consultation, you are under no obligation to perform any of the recommendations - they are all optional suggestions. 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 review was made at the Melvil Dewey Library at Jefferson Community College in Watertown on April 27, 2001. The consultant recommended that as funds permit, there should be an increase of professional staff hours allocated to the Local History Collection during the academic year to at least 10 hours/week. Also, local funding should be sought, as cost-effective, for minor projects, document repairs and equipment. It was also suggested that a brief summary of the collection scope be prepared as a handout to encourage the donation of materials appropriate to the repository. The consultant said the use of call slips and photocopy request forms should be instituted for security purposes and to maintain a record of the collection work load. A site review was made at the Stevenson Society of America in Saranac Lake on May 22, 2001. The consultant suggested the historical records be stored in a clean, dry space with minimal fluctuations in temperature and humidity. Also, historical records should be used in a designated, secure space under staff supervision. It was also suggested there be a wide distribution of the Society’s information flyer, and that the Society establish and maintain a website to reach the Internet audience. The consultant recommended the Society should consider publishing an annual or semi-annual newsletter as an informational service for its members. In the report for each site visit, the consultant gave a detailed listing of what materials would be needed to incorporate each suggestion.

Have An Additional Advisory The general archival survey and recommendations are a first step in managing an historical records program. This report provides an overall historical records program tailored to the repository. Repositories are encouraged to apply for additional advisories to aid in implementing the general recommendations. Areas in which professional advice may be obtained include arrangement and description, archival security, the creation of finding aids, and automation activities. Other needs will be considered. Apply for an initial or subsequent advisory by contacting the NNYLN office, or use the application found as an insert in this newsletter or the on-line version at the NNY Library Network’s website at: www.nnyln.org/dhpapplication.html Additional advisory reports are (like the general archival survey) advisory in nature, tailored to the repository, and totally free.