Lightning Talk Session 503: Favorite Collaborative Tools in Preservation

Transcription

1 Daria D Arienzo Session Collaboration is the Go-To Preservation Tool Thanks for the chance to be part of today's session. Now I'll talk about the very small organizations that face big preservation challenges. There is at least one in every town across America, oftentimes struggling to stay afloat, with virtually no budgets, resources, tools or staff. But together, these small-town local libraries, museums, and historical societies play a vital role in the communities they serve. With collections of local, regional and sometimes national significance, their grassroots efforts also help keep the broader, nation-wide landscape of cultural preservation strung together. How can we help these small places continue to make a difference? To a very great extent, small places have few options. They must, as Tennessee Williams wrote, "depend on the kindness of strangers." They must depend on the professional courtesies of each of you. They must depend on collaboration, for collaboration itself is the very best, most effective preservation tool they have. Small places count on the time, energy, and expertise of colleagues and take advantage of programs that target struggling places. You are the ones who field questions, assess collections, step up when disaster strikes, talk about preserving family papers or basic Page 1 of 5

2 book repair on a shoe string, share cost-free tips for scrounging supplies, create mini grant opportunities so little places can enter the digital world [like the Digital Commonwealth in Massachusetts], provide free training and much more. You do this without thoughts of glory or compensation. So it really isn t the kindness of strangers, but rather the innate generosity of a committed community of preservation professionals. Just look around the room the sharing is communal. For small places collaboration itself is their grassroots go-to preservation tool. Forging professional relationships by attending local, regional and national meetings is key. Local or regional organizations can do things like arrange visits to one or more archives during National Preservation Week. Small places can invite colleagues in even if it s only to say These are the obstacles we face and we are doing what we can with our limited resources. Small places must build a network of colleagues to call on those who know your operation, collections and challenges. Your network can help plan, think through approaches to preservation issues or even just recommend a good intern. Institutions with more resources, those with a mandate and those who take the ethical obligation to preserve our collective story to heart - set up opportunities for small places and reach out to them. Page 2 of 5

3 Here is an example from Massachusetts. One of the little guy s best resources is the [Massachusetts] Board of Library Commissioners Preservation Program, established in This multi-pronged program [ ochure.php] offers reliable preservation information; assessment and planning services; basic collections care and security training; and emergency planning and disaster assistance. The Preservation Specialist (currently SAA s own President, Gregor Trinkaus-Randall) is available to cultural institutions [libraries, archives, town clerks offices, historical societies, museums, public records offices, and manuscript repositories] throughout the state free of charge. This means that when a small place is struggling they stand a chance because someone is there to help. Put simply, they can learn what to do and what not to do a fundamental preservation lesson. Perhaps more than anything, the program offers small places networking opportunities, the ability to connect with others in the same boat and access to those with the information, skills and power to help. The Environmental Monitoring component has been one of the MBLC s most transformational offerings. Environmental issues cross boundaries. An outside agency can play a critical role. Institutions of all sizes face temperature, humidity, pollutant, light problems, and more. Since 1996, 500 plus places have taken advantage of this service, which collects and analyzes data and makes recommendations to improve the Page 3 of 5

4 physical environment. These were crucial when negotiating for new construction, renovations or additions. Recommendations come from an independent, reliable, and credentialed source. They are credible. Providing such irrefutable documentation is the most often cited benefit of the EMP. Many go on to get assessment grants, to inspire donations and ask for stimulus money. Others take tiny no-cost and low-cost actions to avoid creating problems or mitigate recurring problems. Chronicling these problems and offering solutions made a lasting difference and that started with small steps. Sometimes an institution got the information and just didn t have the resources to do anything. Most did something, especially once connected to others who could provide support, advice and encouragement. The Meekins Library in Williamsburg was lucky. With the data collected [August, 2009 to early 2010], the Director made a compelling argument to upgrade the building s HVAC before Town Meeting. The townspeople overwhelmingly passed an article actually not supported by the conservative Finance Committee. This is almost unheard of in a small town. Having data independently gathered by a respected source and reviewed by a highly regarded local mechanical contractor was the winning combination. So we know how access to free tools like the EMP does change things. Page 4 of 5

5 Not every place can have the same model. But some variant that provides access to expensive equipment might be possible. Lyrasis, for example, offers dataloggers to members for a month and provides a brief assessment of the findings [ A call or virtual visit to Preservation Services at the NEDCC provides a wealth of information free for the asking [ Take advantage of free programs even ones not labeled preservation, like energy audits by local power companies [ Beyond the specific value of helping improve environmental controls, reaching out provides a connection that can lead to other things. So take the risk ask your colleagues for help. For those of you with a bit more resources, this is a call to action. Please share opportunities you know of or generate some. Reaching out to small places can only benefit the greater archival community and help preserve our collective story. My own small place started with nothing so we had nothing to loose. And, neither do you. Page 5 of 5