Dear Ms. Vetter --
Before you attempt to undo the office files of the creating departments and impose an outside filing system on your museum's records, please obtain a copy of the following book:
Museum Archives: An Introduction (2nd ed.)
Edited by Deborah Wythe
This new edition of Museum Archives: An Introduction offers a comprehensive overview of archival work in a museum setting. Skillfully written and lavishly illustrated by a team of museum-based archivists, this beautifully designed volume draws on decades of experience in applying fundamental archival principles and practices to the specific circumstances of museums. Footnotes, sidebars, and a concluding resource guide point readers to a vast range of additional information and assistance.Museum Archives also introduces readers to the institutional cultures, functions, and records of the museum setting...
Publisher: Society of American Archivists (2004)
256 pp., Hard cover
Nonmember price: $62.00
SAA Member price: $45.00
Product Code: BOOKSAA-0435
Go to: http://www.archivists.org/catalog/pubDetail.asp?objectID=949 for more information, including how to order the book.
In addition to gaining familiarity with terminology and practice of museum archives, you need to turn to some local sources for training, workshops and colleagues to talk with. Start with the Indiana State Archives - http://www.in.gov/icpr/ and they should be able to put you in touch with some regional groups and good basic training opportunities.
Just as the museum and library professions have standards for organizing and cataloging collections, the archival profession has similar standards. One of an archivist's guiding principles is to respect the provenance of the records, i.e., the dept. or office which created the records. Secondly, the archivist strives to identify and to follow, as far as feasible, the arrangement produced by the records creator (museum dept. or office) which created the records. Trying to impose an artificial filing system on the variety of materials and formats you mentioned, will destroy the context of the records and their ultimate value.
There are a number of published Museum Records Retention Schedules but since your museum is part of a larger State agency, you will need assistance from the State of Indiana's records management staff. Indiana's guidelines would take precedence over guidelines established by a private museum in another state. Records of State agencies are highly regulated and discarding items that might have evidential value in a court case could have serious legal ramifications.
--- On Tue, 9/9/08, Vetter, Kara <[log in to unmask]> wrote:
> From: Vetter, Kara <[log in to unmask]>
> Subject: [MUSEUM-L] Institutional Archives
> To: [log in to unmask]
> Date: Tuesday, September 9, 2008, 10:33 AM
> Hello All,
>
> I am a new registrar and have been given the large task
> of coming up
> with a filing system for our archives. Currently we have
> various
> departmental archives, including Exhibition, Public
> Relations,
> Marketing, Registration, etc... These archives are varied
> and contain
> both natural history and cultural history photographs,
> AV/digital media,
> paper records, blue prints, news clippings, etc...
>
> My question is for institutions (or anyone that has a
> bright idea)
> with a similar collection in natural and cultural history,
> what sort of
> filing systems do you have in place for your archives.
>
> Also, if there are any ideas on what to keep and what to
> throw out
> would be great. Please keep in mind that we have limited
> space and will
> be using eight standard 40Lx 17Wx47H
> four drawer files. Thank you for the help anyone can give
> me, it is
> greatly appreciated!
>
> Kara
>
> Kara S. Vetter, Registrar
> Indiana State Museum & Historic Sites
> 650 West Washington St.
> Indianapolis, IN 46204
> 317.232.8179
> [log in to unmask] <mailto:[log in to unmask]>
>
>
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