Preserving departmental papers

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Post on 15-Jan-2015



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Advice on preserving your departmental papers from Heather Stecklein of the Rush University Medical Center Archives.


<ul><li> 1. Your Legacy: Selecting and Preserving Your Departments History in the Rush University Medical Center Archives</li></ul> <p> 2. What is the Archives? The Archives is the historical voice of Rush University Medical Center and its predecessor institutions 3. The Archives Assists Clients with Reference Questions </p> <ul><li>External clients </li></ul> <ul><li><ul><li>Genealogists </li></ul></li></ul> <ul><li><ul><li>Authors </li></ul></li></ul> <ul><li><ul><li>Historians </li></ul></li></ul> <ul><li><ul><li>Students </li></ul></li></ul> <ul><li>Internal clients from Rush </li></ul> <ul><li><ul><li>Faculty, students, and staff </li></ul></li></ul> <ul><li>Reference Services </li></ul> <ul><li><ul><li>Locate sources in our collection </li></ul></li></ul> <ul><li><ul><li>Photocopies and photo reproductions </li></ul></li></ul> <p> 4. The Archives interprets history for the public </p> <ul><li>Interpretive exhibits in four campus locations </li></ul> <p>Presentations on historical topics 5. The Archives Collects and Preserves Rush History Paper materials Photographs Artifacts 6. What does the Archives need? </p> <ul><li>Items that tell the story of </li></ul> <ul><li><ul><li>How your department developed over time </li></ul></li></ul> <ul><li><ul><li>How/when/where you made major decisions </li></ul></li></ul> <ul><li><ul><li>Departmental and individual accomplishments </li></ul></li></ul> <ul><li><ul><li>Plans that werent successful </li></ul></li></ul> <ul><li><ul><li>The ordinary daily operations and roles of your department </li></ul></li></ul> <p> 7. Which items tell thebest stories? </p> <ul><li>Meeting minutes </li></ul> <ul><li>Monthly, Quarterly, and Annual Reports </li></ul> <ul><li>Publications/handouts </li></ul> <ul><li>Photographs </li></ul> <ul><li>Memoirs, personal remembrances </li></ul> <ul><li>Artifacts and memorabilia with noted significance </li></ul> <p> 8. The Archives limits its acceptance of Duplicates Drafts Artifacts Items outside our collection scope 9. The Transfer Process </p> <ul><li>Call an Archivist for advice on non-active records </li></ul> <ul><li><ul><li>When in doubt, ask us before you dispose of records </li></ul></li></ul> <ul><li><ul><li>We can tell you what we have and what we still need from your department </li></ul></li></ul> <ul><li>Complete transfer form and arrange pickup </li></ul> <p> 10. What Happens Next? </p> <ul><li>Archives staff processes the materials </li></ul> <ul><li><ul><li>1. Weed out duplicates/ items outside of scope </li></ul></li></ul> <ul><li><ul><li>2. Perform preservation work on materials </li></ul></li></ul> <ul><li><ul><li>3. Sort items into collections and series </li></ul></li></ul> <ul><li><ul><li>4. Create finding aid guide to materials/ add to our automated database </li></ul></li></ul> <p> 11. What can you do today? Identify materials that tell the story of your department Designate a safe storage location, and gather preservation materials together Contact the Archives regularly for transfer of materials 12. What you save today determines what we know tomorrow </p>


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