Mid-Atlantic Regional Archives Conference
P.O. Box 710215
Oak Hill, VA 20171
Phone: 703/476-1807
Fax: 703/476-1806
E-mail: MARAC Administrator

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Fall 1999 Meeting, November 11-13, 1999

Wyndham Wind Watch Hotel & Hamlet Golf Club, Hauppauge, Long Island, NY

Schedule

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Workshops

W1: Records Management for Archivists
Thursday, November 11, 1999: 9:00 AM - 3:00 PM

This workshop is designed to provide an overview and introduction to Records Management for Archivists. Concepts such as life-cycle management, the relationship of retention scheduling to appraisal, inactive records management, and managing active records will be discussed.

     Instructor: Thomas J. Ruller, Associate Programmer Analyst, New York State Education Department

W2: Bringing Home the Bacon: Strategies and Sources for Funding the Archives
Thursday, November 11, 1999: 9:00 AM - 3:00 PM

This workshop will focus on developing a comprehensive program to underwrite the archival activities of any institution. The leader will advocate the holistic approach to archival support enunciated by Elsie Freeman Finch in Advocating Archives: "Use is our reason for being. And, if archives are properly explained and made reasonably accessible, they will be used and likely be funded." Among the topics to be covered: putting your house in order as a first step; dealing with resource allocators; building alliances within your organization; developing relationships with private donors, foundations and grants-giving agencies; dealing with the media and other public relations aspects of funding; creating potential marketing strategies; considering microform sales and the delicate matter of selling gifts. The instructor of this workshop took over a sleepy archival operation in 1990, more than doubled its staffing, reshaped the library's image on campus and beyond, and raised over $1 million from a wide variety of sources.

     Instructor: Ben Primer, University Archivist and Curator of Public Policy Papers, Seeley G. Mudd Manuscript Library, Princeton University

W3: Converting to Encoded Archival Description (EAD): Scenarios and Options
Thursday, November 11, 1999: 12:00 AM - 3:00 PM

This workshop will provide an overview of methods for converting legacy data to - and authoring directly in - EAD. Topics covered include: Assessing finding aids for conversion; various methods of conversion (from legacy printed, legacy online/databases, native EAD creation, and conversion services); and the extra pieces needed to make an EAD system work.

Speaker: Timothy Young, Chair, EAD Round Table, SAA. Archivist, Beinecke Rare Book & Manuscript Library, Yale University

W4: The Nuts and Bolts of Writing a Successful Grant Proposal
Thursday, November 11, 1999: 9:00 AM - 1:00 PM

This workshop will focus on the primary elements which make up a successful grant proposal. Participants will learn how to develop a grant proposal to meet the specific requirements of a variety of private and public funding sources, "fine tune" proposals in order to make a good first impression, and develop cooperative projects which may improve an institution's chances of receiving funding. Ample opportunity will be available for sharing ideas for potential grant proposals and determining how these ideas might best be presented through a grant proposal.

     Instructor: Daniel Stokes, Program Officer, National Historical Publications and Records Commission

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Concurrent Sessions

S1: Locating Grant Sources and Obtaining Grants
Friday, November 12, 1999
9:00 AM - 10:30 AM
Many archives are able to sustain some level of basic services through their general budgets. Special projects, such as the processing of a backlog of records or improving the conditions under which records are stored, usually require supplementary resources. In addition, outside funding is often required in order to initiate a records program within an institution. During this session, information will be shared regarding how various institutions have located and obtained grant funding.
     Chair: Daniel Stokes, Program Officer, National Historical Publications and Records Commission
     Speakers: David Weinberg, Program Manager, Reimbursable Records Center Program, National Archives and Records Administration
Joyce Ray, Director, Office of Library Services, Institute for Museum and Library Services
Ron Becker, Head, Special Collections, Rutgers University

S2: Raising Awareness Through Public Programs
Friday, November 12, 1999
9:00 AM - 10:30 AM
This session will examine the issues involved in creating programs to stimulate interest in archives. Archivists representing government, academic and private institutions will describe their own experiences and the types of programs they have implemented.
     Chair: Holly MacCammon, Regional Archivist, Documentary Heritage Program, Metropolitan New York Library Council
     Speakers: Diana Maull, Assistant Deputy for Archives, Westchester County Archives
Geri E. Solomon, University Archivist, Hofstra University
Richard C. Wandel, Archivist, National Archive of Lesbian & Gay History, and Archivist, New York Philharmonic
     Speaker: Stephen E. Novak, Head, Archives & Special Collections, Columbia University, Health Science Library

S3: Archival Continuing Education: Can We Do It Better?
Friday, November 12, 1999
9:00 AM - 10:30 AM
A variety of regional, state, and national organizations offer continuing education relating to historical records. And they offer it to many constituents, from archivists to museum curators, to librarians, to genealogists, to historians and beyond. With all those groups offering all those workshops to all those constituents, there are many opportunities for collaboration, sharing information, and just communicating about continuing education alternatives, successes, and challenges. The Council of State Historical Records Coordinators (COSHRC) is planning a National Forum on Archival Continuing Education in April 2000. For the Forum, COSHRC is seeking advice, suggestions, and ideas on needs, opportunities, and direction for archival continuing education from people in the MARAC region. This session will be a discussion forum for those interested in providing input on how to improve archival continuing education in the future.
     Discussion Leaders: Danna Bell-Russel, Co-Chair, SAA's Committee on Education and Professional Development; Member, NFACE Program Committee, Library of Congress
Kathleen Roe, Program Chair, COSHRC National Forum on Archival Continuing Education, New York State Archives and Records Administration

S4: Virtual Archives
Friday, November 12, 1999
9:00 AM - 10:30 AM
This session will explore various types of archival resources available on the Web. One of the presentations will discuss the development of an on-line tutorial. The speaker will demonstrate parts of the tutorial and discuss the choices that were made in the creation process and evaluate the effectiveness of the tutorial. The session will also summarize the creation, management, and use of HELIOS and provide the audience a feel for the challenge faced when attempting to digitize 1 million pages. The speaker will share project and user statistics and discuss what has been learned by the project team. The session will also address the metamorphosis of an on-line exhibition program. Speakers will discuss how the tools of the world wide web can be a means to expand the interpretive experience for exhibition visitors.
     Chair: Patrizia Sione, Reference Archivist, Kheel Center for Labor-Management Documentation & Archives, School of Industrial & Labor Relations, Cornell University
     Speakers: Diane Kaplan, Archivist, Manuscripts & Archives, Yale University Library
Edward A. Galloway, Heinz Archivist, Senator H. John Heinz III Archives, Carnegie-Mellon University Libraries
Patricia Tuohy, Exhibit Program Manager, National Library of Medicine
     Speaker: Young Rhee, Librarian, National Library of Medicine

S5: Creating and Funding Cooperative Projects
Friday, November 12, 1999
1:45 PM - 3:15 PM
This session will describe the elements that are involved in the implementation and financing of various types of cooperative projects. Participants will discuss the formulation of ideas, the relationships that were formed, components of projects and other related issues.
     Speakers: Eric Pumroy, Head of Special Collections, Mariam Coffin Canaday Library, Bryn Mawr College
Julie C. Moffat, Archivist/Historian, Prospect Park Alliance Archives

S6: Access vs. Privacy in Government Archives: Policy, Practice and Issues of Concern
Friday, November 12, 1999
1:45 PM - 3:15 PM
Speakers from national, state, and local government archives will review the freedom of information and personal privacy laws and regulations that govern access to the historical records in their archives. They will discuss current procedures for providing legal access to civilian (non-classified) records, and provide case examples that illustrate the occasional tensions between the rights of access and privacy.
     Moderator/Commentator: Robert C. Morris, Director, National Archives--Northeast Region
     Speakers: James D. Folts, Head, Reference Services, New York State Archives and Records Administration
Kenneth Cobb, Director, Municipal Archives, New York City Department of Records and Information Services
Mary Ronan, Freedom of Information and Privacy Act Officer, National Archives and Records Administration

S7: Diamonds in the Rough: Documenting Collections of Fine Art
Friday, November 12, 1999
1:45 PM - 3:15 PM
The focus for this session is on three prominent Americans who over their celebrated lifetimes amassed large collections of art. In exploring the diversity and depth of the documentation of these collections, the panelists will also examine the divisions that can exist between "institutional" and "personal manuscript" collections. Those who attend the session will have a better understanding of these three individuals, and will be made aware of the ways in which they acquired and maintained extensive art collections, and how the collections were documented. Attendees with responsibility for art-related materials will find useful the discussion of the arrangement, description, and research value of the three examples.
     Chair: Deborah Wythe, Archivist, Brooklyn Museum of Art
     Speakers: John LeGloahec, Archivist, Rockefeller Archive Center
Marisa Keller, Archivist, Corcoran Gallery of Art
Sally Brazil, Archivist, The Frick Collection and Frick Reference Library

S8: Data Migration Strategies for Archival Electronic Records
Friday, November 12, 1999
1:45 PM - 3:15 PM
In recent years, libraries and archives have rushed to digitize their collections, or have accessioned massive amounts of information "born digital." Since technology stands still for no one, how will libraries and archives cope with maintaining and managing electronic data over time? This session will explore how three institutions have addressed this issue and migrated digital information from one system to another.
     Chair: Gabrielle V. Michalek, Head of University Archives, Carnegie Mellon University Libraries
     Speakers: Elizabeth Roderick, Manager, Ditigal Library Program, Collection Management Services Division, The Library of Virginia
John Mark Ockerbloom, Digital Library Architect and Planner, University of Pennsylvania Libraries

S9: Resourceful Local History Collections
Friday, November 12, 1999
3:45 PM - 5:15 PM
The session will explore the challenge of gathering resources for managing various types of archival collections. The speakers will discuss their resourcefulness in managing archival collection, in a small public library, a historic house museum, and an award-winning archives program in one of the smallest counties in New York. Topics will include gathering support from a variety of resources, gaining and keeping community and institutional support, and staffing, including the role of volunteers and student interns.
     Chair: Tema Harnick, Administrative Consultant, Lower Hudson Conference of Historical Agencies & Museums
     Speakers: John Fox, Archival Assistant, Putnam County, Historian's Office
Julia M. Warger, Interpretive Programs Assistant, John Jay Homstead Historic Site
Myrna Sloam, Archivist, The Bryant Library

S10: Jumping In: Getting Started with Electronic Records in Academic Institutions
Friday, November 12, 1999
3:45 PM - 5:15 PM
Tackling electronic records can seem overwhelming when one is getting started. The presenters will describe what they have done at their institutions to begin working with archival electronic records.
     Chair: Albin Wagner, Chief, Bureau of Records Management, New Jersey Division of Archives and Records Management
     Speakers: Anne Marie Makarenko, Assistant University Archivist, Yale University
Cheryl L. Stadel-Bevans, Electronic Records Archivist, Kroch Library, Cornell University
Diane Windham Shaw, College Archivist, Lafayette College

S11: Educational Uses of Archival Materials
Friday, November 12, 1999
3:45 PM - 5:15 PM
Three Educators will discuss how they have used archival materials to inspire students at every level (elementary school through college), and how personal and public documents can be used to create a sense of community history.

     Chair: Diana Maull, Assistant Deputy for Archives, Westchester County (NY) Records & Archives Center
     Speakers: Gail Gutman, Teacher, Fifth Grade Classes for the Gifted & Talented; Doctoral candidate, History, Columbia Univ., William B. Ward School, New Rochelle, New York
Larry Spruill, Mt. Vernon School Administrator and City Historian, City of Mt. Vernon, New York
Marilyn Matyn, Archivist, Clarke Historical Library; Assistant Professor, Central Michigan University

S12: EAD: Experiences from the Trenches
Friday, November 12, 1999
3:45 PM - 5:15 PM
The adoption of the Encoded Archival Description (EAD) standard to create and deliver electronic access to finding aids has impacted the way archivists and curators approach their descriptive practices. The move from paper-based finding aids to SGML and XLM raises questions of standardization, delivery, work-flow issues, and technical requirements. This session will offer three institutional perspectives and present views on implementation, standardization, educational requirements, and technical capabilities needed to deliver EAD instances over the World Wide Web.
     Chair and Commentator: Thomas J. Frusciano, University Archivist, Rutgers University
     Speakers: Cara Brick, Archivist, New York University Mellon Project at The New-York Historical Society
David Ruddy, Archivist, Cornell Institute for Digital Collections
Terry Catapano, Archivist and Digital Collections Librarian, Center for Electronic Text in Humanties, Scholarly Communications Center, Rutgers University Libraries

S13: A Lot to Do in a Little Time: Report of the NYU Mellon Project at The New-York Historical Society
Saturday, November 13, 1999
9:45 AM - 11:15 AM
An extensive project, managed by New York University and funded by the Mellon Foundation, to provide improved access to the library, manuscript, and print room holdings of The New-York Historical Society Library, began in the fall of 1997. This session will review the progress of the project and in particular the progress of cataloging and processing the Society's visual materials and manuscript collections. The session should provide insight into inter-institutional collaboration including definition of goals and priorities, allocation of resources, and managing the complexities of multi-faceted projects.
     Moderator: Nancy Cricco, University Archivist, New York University
     Speakers: Janet Murray, Senior Archivist for Visual Materials, NYU/New-York Historical Society Mellon Project
Margaret Heilbrun, Library Director, The New-York Historical Society
Tom Rosko, Senior Archivist for Manuscripts, NYU/New-York Historical Society Mellon Project

S14: Internships: Practical Learning Experiences on the Road to Becoming an Archivist
Saturday, November 13, 1999
9:45 AM - 11:15 AM
This session will address the significance and value of the practicum/internship experience in archival education. Internships foster the archival profession by offering learning opportunities to students pursuing careers as archivists. Peter J. Wosh, Director of the Archives Program at New York University will chair this session and provide commentary on the larger issues surrounding the internship experience such as what is the value of an internship? Why do an internship? How does it complement the classroom experience? Alison L. Oswald of the Archives Center, National Museum of American History will discuss the programmatic elements of the Archives Center Internship Program: selection process, orientation process, preservation kits, project assignments, stipends, tours, staff meetings, intern presentations, exit interviews, and staff evaluations. Students who have held internships at the Archives Center and in other repositories will join the panel to discuss their experience.
     Panelists: Alison L. Oswald, Archivist, National Museum of American History, Archives Center
Juliette Arai, Archivist, Senator Ted Stevens Office
Peter J. Wosh, Director, Archives Program, Department of History, New York University
Teresa Mora, Student, New York University

S15: Copyright and Fair Use in the Electronic World
Saturday, November 13, 1999
9:45 AM - 11:15 AM
With the explosive increase in the volume of materials available over the World Wide Web, on CDs, and through other electronic media, questions of copyright, fair use, and reproduction permission have become increasingly complicated. Presenters will provide information on recent developments in this area and how these developments have affected their institutions.
     Speaker: Margaret Welch, Associate Librarian, Visual Resources, Winterthur Library

S16: Marketing the Archives to Parent Institutions
Saturday, November 13, 1999
11:30 AM - 1:00 PM
An archives needs financial and administrative support from the institution it serves. That need, however, is not always reflected in reality. Many archives find themselves in financial difficulty and are treated as frills by their parent institutions. It falls to archivists to present the archives as a positive benefit and an essential function. This session highlights different creative approaches to marketing the importance of the archives to a parent institution.
     Chair: Mindy Gordon, Archivist, Rockefeller Archive Center
     Speakers: Joann E. D'Esposito, Reference and Special Collections Librarian, Guggenheim Library, Monmouth University
Rebecca Fitzgerald, Archivist, History Associates
Robert Johnson-Lally, Archivist/Records Manager, Archdiocese of Boston

S17: You've Got a Friend: Organizing and Working with Friends Groups
Saturday, November 13, 1999
11:30 AM - 1:00 PM
Three participants and a chair will take part in a roundtable discussion about friends and advocacy groups. They represent or work with university alumni, a friends of state archives group, and a general history advocacy organization. Session participants remarks will be brief and informal to encourage and leave time for audience questions and comments.
     Chair: Richard Waldron, Executive Director, New Jersey Historical Commission
     Panelists: Christine Ward, Chief Archivist, New York State Archives and Records Administration
David Cowell, Professor of Political Science, Drew University
Jackie Esposito, Assistant University Archivist, Penn State University Archives

S18: Long Island: Our Story
Saturday, November 13, 1999
11:30 AM - 1:00 PM
A roundtable discussion about how to use archives to popularize local history.
     Chair: Howard Schneider, Managing Editor, Newsday
     Panelists: Beth DeCarbo, Website Administrator, Newsday
George DeWan, Reporter, Newsday
Gina Martorella, Researcher, Newsday

S19: Gateways to the Past, Present and Future: Practical Guidelines to Secondary Uses of Electronic Records
Saturday, November 13, 1999
11:30 AM - 1:00 PM
The University at Albany's Center for Technology in Government, in partnership with the New York State Archives and Records Administration, was awarded a National Historical Publications and Records Commission (NHPRC) grant to address critical electronic records research issues. The project explores methods for ensuring long-term access to electronic records of outstanding social, cultural, and informational value for secondary research. It also looks into the use of innovative resource-sharing approaches and emerging technologies to reduce the cost of preservation, access, and use. The applied research will yield practical tools with wide applicability across both public and private sector organizations. This session will include an overview of the project, a presentation of the Gateways Integrated Research Plan (GIRP), and the description of an archival appraisal of an electronic data system prototype.
     Chair: Meghan Kiernan, Project Management Specialist, Center for Technology in Government
     Speakers: Fiona Thompson, Research Assistant, Center for Technology in Government
Richard Sloma, Archives and Records Specialist, Center for Technology in Government

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Tours

THURSDAY, NOVEMBER 11, 1999

T1 8:30 am - 5:00 pm
LONG ISLAND WINE COUNTRY
One group will depart for an all-day tour of the "East End" of Long Island, particularly the North Fork. Possessing a New England-like charm and feel, the North Fork is one of the last unspoiled parts of the island. The day will begin with a visit to the Suffolk Conty Historical Society in Riverhaad, followed by a bus tour of some of the quaint villages in the area. Lunch will be at the soundview Restaurant in Southold, overlooking the Long Island Sound. The afternoon will be spent visiting "Wine Country," the world-renowned vineyards in operation since 1974. The day will conclude with a visit to Pindar Winery for a tour and wine tasting.

T2 8:30 am - 12:00 noon
HISTORIC COLD SPRING HARBOR
A morning tour will visit Cold Spring Harbor, a one-time whaling village that is focused on bpth the past and future. In addition to a walking tour through the village, the group will visit the Cold Sprign Harbor Whaling Museum, which has extensive collections of maritime history and one of the premier scrimshaw collections in the northeast. The group also will visit the Cold Spring Harbor DNA Learning Center, the educational arm of Cold Spring Harbor Laboratory adn the world's first biotechnology museum.

T3 1:00 - 5:00 pm
VANDERBILT MUSEUM MANSION, PARK, AND PLANETARIUM
An afternoon tour will visit "Eagle's Next," the former home of William Kissam Vanderbilt II. This 43-acre estate overlooks Long Island Sound; its mansion, maritime museum, planetarium, and park today reflect the intellectual legacy of a remarkable man. Fine and decorative arts and natural history collections--gathered on Mr. Vanderbilt's round-the-world collecting voyages furing the 1920s and 1930s--are part of the visitor's tour.

Information last updated October 12, 1999

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