46
, MANUAL FO,R DEVELOPING A BAPTIST ARCHIVES By . ELJ EE BENTLEY BAPTIST WORLD ALLIANCE COMMISSION ON BAPTIST HERITAGE 1990 L
,
MANUAL FO,R DEVELOPING A BAPTIST ARCHIVES
By . ELJ EE BENTLEY
BAPTIST WORLD ALLIANCE COMMISSION ON BAPTIST HERITAGE
1990
L
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Published by
the
COMMISSION ON BAPTIST HERITAGE
of the
BAPTIST WORLD ALLIANCE
6733 Curran Street
McLean, VA 22101-6005
July, 1990
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"PREFACE
This volume has been produced as a special project of the Baptist World Alliance (BWA) Commission on Baptist Heritage during the 1985-90 BWA quinquennium. The Manual is designed to assist Baptist bodies, agencies, and institutions in establishing and operating an archives in order to preserve and make available for study archival records, publications, and other historical materials pertaining to their life and work. The BWA Commission on Baptist Heritage is pleased to publish this volume in response to the request of many BWA member bodies for assistance in developing a Baptist archives.
Eljee Bentley, archivist of Woman's Missionary Union, Auxiliary of the Southern Baptist Convention, and Lynn E. May, Jr. , executive director of the Historical Commission of the Southern Baptist Convention, both members of the BWA Commission on Baptist Heritage, prepared and published the Manual at the request of the BWA Commission. Appreciation is expressed to Bill Sumners, archivist and director of library and archives for the Historical Commission, SBC, who assisted in plan"ning and publishing this volume. Bentley prepared the manuscript and May edited it with assistance from Sumners.
The Manual provides step by step guidelines for developing and operating a Baptist archives. The Appendices include basic forms needed for the operation of an archives. It includes examples of completed forms as well as blank forms which can be photocopied, adapted, and used by any archives.
The BWA Commission on Baptist Heritage is indebted to one of its members, James E. Scirrat, and his congregation, the East Meadows Baptist Church of Fort Worth, Texas, for their gift of $500. 00 which helped to fund the publication of this Manual and the International Directory of Baptist Archives/Libraries. Their generosity is deeply appreciated.
BWA COMMISSION ON BAPTIST HERITAGE
William Brackney, Chairman Jarold Zeman, Vice Chairman Morgan Patterson, Secretary J. A. Atanda Guenter Balders Eljee Bentley John H. Briggs Don Burke Tom Corts Pablo Alberto Deiros William R. Estep Marvin Griffin Glenn Hinson
Lynn E. May, Jr. , Editor
Brent Hyllebery Emil Kiss Ken R. Manley Lynn E. May, Jr. H. Wayne Pipkin David priestly Horrace o. Russell James Scirrat Walter Shurden Ronnie Tech Heather Vose (deceased) J. Yesurathnam Stephen Bachlow
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CONTENTS
page
A. What Is an Archives? . . . · . 1 B. Why Establish an Archives? . · . 1
I. GETTING STARTED . • . . . • . . . • . . . . • . 2
II.
III.
IV.
A. What Is a Program Statement? . • . . . . . . . 2 B. Writing a Program statement. • . • . . . . . . 3 C. Adopting a Program Statement • . . . . • . 4
ACQUIRING HISTORICAL RECORDS . • . . . A. Adopting an Acquisition Policy . . • • . .' • .
1. Your Own Records. . . . • • • . • . . . . • 2. Personal Papers . . . . . . . . . 3. Other Records . . . . . . . . . . 4. Formats . . . . . . . . . . . . . 5. Supporting Library. . . . . .
B. Getting What You Want. . . . . . . . . • . . . 1. Surveys of organizational Records • . 2. Gifts . . . . . . . . . . . .
C. Appraisal. . • • . . . . . • • . . . .
ORGANIZING HISTORICAL RECORDS . . . . . . . . A. Accessioning . . • . . . • • • . . . . . . . . B. Arranging and Describing . • . . . . . . . . •
1. Record Groups . . . . . . . . . . 2. Record Series . . • . . . . • . . 3. Personal Papers and Records of Other.
Organizations 4. Description . .
PRESERVING HISTORICAL RECORDS. · A. Choosing Space and Materials B. Processing . . . . . . . · ·
1. Non-Paper Records . · · 2. Lists . . . . . · ·
· · · · ·
·
· · · · ·
· · · · · . .
· · · · ·
· ·
· ·
· ·
· . 5 • . 5 · . 5 · . 5 · . 5 · .6 • .6 · .7 • .7 • .7 · . 8
· . 9 · • 9 • .9 · .9 • 10 · 11
· 11
· 12 · 13 · 13 · 14 · 15
V. USING HISTORICAL RECORDS • . . . . . . . . . . • . • 15 A. Adopting a Users Policy. . . . . . . . . . • 15 B. Serving Users. . • • • • • • . . . . . • • • 15
1. Information . • . . • . . . . . • . . • 15 2. Duplication . . • • . . • . • • • • 16 3. Loans '. . . . • • . • . . . • • 16 4. Research Area . . . • . • . . • . • 16 5. Exhibits. . . . • . . • . . . . . • • • 17
CONCLUSION . . . . • • • 17
BIBLIOGRAPHY . • 19
APPENDICES A (Examples) and B (Blank Forms) . . • • • • 20 -42
DEVELOPING A BAPTIST ARCHIVES
A. What Is An Archives?
The English word archives has three meanings.
First, archives are noncurrent records kept because they possess information of permanent value. They are your convention's, union' S or body's old records. They are the minutes, reports, correspondence, speeches, newsletters, programs, photographs, and publications that the organization created or received in doing its work but no longer needs in order to do that work. They are the old records that your organization should keep, because they contain important facts about the organization. They are its hist9rical records. Archives, used in this way, are also called archival holdings or archival materials.
Second, archives means the place where archival holdings are kept. This place is also called an archival repository.
Third, archives means the agency or department that is responsible for selecting, preserving, and making available archival holdings.
When we speak of developing an archives, we are using archives to mean the agency or department. The Baptist Heritage Commission of the Baptist World Alliance encourages every member body of the Baptist World Alliance to establish an agency or department to be responsible for selecting, preserving, and making available that body's historical records.
B. Why Establish An Archives?
Your convention, union, or body can benefit from an archives. The archives will serve as a collective memory. It can provide the necessary facts in financial and legal matters. It can answer questions about the past, helping your leaders to plan for the future. It will make knowledge of your history possible. The archives will preserve your heritage in documents, enabling your descendants to know and understand their past.
Where are these documents now? They may be scattered, kept by individual leaders of your convention, union, or body. An archives can locate your historical records and put them in a central location. Perhaps your historical records are crowding office files, requiring space that is needed for current work. An archives can remove historical records and also help office workers identify current records which have no.permanent value and can be discarded.
Your records may be disintegrating. The materials on which your past is recorded--paper, film, tape--do not last unless carefully preserved. An archives can provide the
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proper environment and see to it that your records are organized. Without organization, they will be useless, merely boxes of old papers. An,archives makes historical records available to persons seeking information.
An archives will serve your convention, union, or body by acquiring, selecting, preserving, and making available your historical records for present and future use.
I. GETTING STARTED
An archives needs authority. Employees of ypur convention, union, or body will be reluctant to surrender the records in their office files unless they are instructed to surrender them. Leaders will not wish to give their correspondence to an archives without official assurance that they are acting correctly. Your governing body should establish the archives and give it authority to do its work.
A first step is to declare ownership of your records. Employees and leaders may believe that the records they have are their personal property. They may not realize that the records they create and receive in doing the work of your convention, union, or body belong to that organization. Your governing body should declare ownership.
A second step might be to appoint a committee. The committee should be representative of your convention, union, or body. It should include highly respected leaders and people who are not so well known, clergy and laypersons, employees from different areas of work, persons from different geographic areas. Such a committee, composed of members who will bring different points of view, is likeily to consider all the questions that your convention, union, or body will have about an archives. Such a committee can write an archives program statement to recommend'to your governing body.
A. What Is a Program Statement?
A program statement defines a program. By voting for an archives program statement, your governing body establishes the archives and grants authority for the archives to carry out the program described in the program statement.
The program statement should state that the governing body is establishing the archives and is authorizing the archives to act on behalf of the body. It should state the purpose and functions of the archives. It should declare the place of the archives in your organizational setting: To whom is the archives, responsible? What are the limits of its authority? In the program statement, your governing body
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might repeat the declaration of ownership of the records.
A program statement may have a different name. It could be called policy or policy statement. An example is in Appendix A.
B. Writing a Program statement
The program statement your governing body adopts may be quite different from the one that appears in the Appendix. Each program statement is unique, because the needs and abilities of each organization that establishes an archives are unique. Your archives is to serve your convention, union, or body and should do the work that that organization (1) wants it to do and (2) can pay for.
The persons assigned to write your organization's program statement will need time. They must discover what your organization wants from an archives and what it needs. They must find out what resources are available: money; space; people. They should evaluate future support for an archives. It is better to begin small with the potential for growth than to begin an extensive archival program that will have to be abandoned for lack of funds.
The persons writing your program statement must learn something about archives and archival work. They can learn about archives by reading this manual and some of the booklets listed in the Bibliography. They can learn by talking with archivists. Some sources of information and assistance are listed with the Bibliography.
They will want to consider the answers to many questions.
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QUESTIONS TO CONSIDER
What historical records does your archives want to acquire? Do you want records of churches? records of associations? records of geographic or administrative divisions? or only the records of your convention, union, or body? Do you want records of influential leaders? Do you want records of other organizations related to your organization? Are other existing archives collecting some of these historical records?
Do you want historical records in all formats or media? Do you want film, photographs, slides, audiocassettes, videocassettes, maps, blueprints, paintings, furniture, threedimensional museum objects? Do you want machine-readable records such as computer discs? Are records in all formats equally useful? Can you store records in all formats?
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Where will you store your historical records? How will you guarantee a good environment? What equipment and supplies will you need?
How will you acquire historical records? Will your governing body adopt a records management program so that records will automatically pass to the archives? will you accept items on loan? will you purchase records or, at least, pay for their transfer to your place of storage? Will you accept confidential correspondence? How will you control access to it?
Who will be able to use the historical records? Where can they be used? will you loan them? will you; photocopy records; and if so, what are your obligations under copyright law? will you offer reference and research services?
What auxiliary programs will you carry out? will you do oral histories? Will you offer exhibits? publications? will you microfilm your historical records?
How many people will be needed to work in the archives? Can you use volunteers?
How will your archives be financed?
* * * * *
They will want to consider these questions, even though they will not answer all of them in the program statement they are writing. In that statement, for example, they will not specify where the records are to be stored nor how many persons are to be employed. But they need to investigate storage and labor costs in order to make sure that the archives program they propose is one the convention, union, or body can support.
A program statement should not contain details but should be the framework on which the details can later be hung. A program statement is basic policy, that which does not need frequent amendment.
C. Adopting a Program statement
Once the program statement is written, the governing body of your convention, union, or body should formally adopt it, making the archives program official policy. Ideally, the archives program should be written into your organization's constitution or bylaws.
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Its adoption should be publicized. You want the members of your convention, union, or body to know that there is an official archives, an agency to which they should deposit any of the organization's records they might possess. They also need to be aware of the services and assistance provided by the archives.
II. ACQUIRING HISTORICAL RECORDS
Getting things to put in your archives will not be a problem. The difficulty lies in getting those things that truly document the life of your convention, union, or body. You must know what you want to acquire.
A. Adopting an Acquisition Policy
state what you want in an acquisition policy that may or may not be part of your program statement. An acquisition policy sets limits to what you will acquire. It defines the scope of your collection.
1. YOUR OWN RECORDS
You want the historical records of your convention, union, or body. These include the constituting documents, policy and procedure manuals, financial and legal records, minutes and proceedings, annuals, yearbooks, reports, official sermons and messages, correspondence, agendae and programs, publications, photographs, and sound recordings of that organization and its subordinate departments, agencies, and divisions. These are yours by right once your organization has made the archives its official repository.
2. PERSONAL PAPERS
You may want the personal papers of leaders of your convention, union, or body. These include personal photographs, correspondence, diaries, and other items treasured and kept by individuals and usually disposed of by their heirs. Personal papers give clues to understanding their owners and so may help future researchers understand why these leaders acted as they did. Personal items often make interesting exhibits. Visitors to Woman's Missionary Union, Auxiliary to Southern Baptist Convention, are thrilled to see Annie Armstrong's notebooks. The notebooks contain little information useful to a researcher but are treasured as an artifact.
On the other hand, personal papers require time and space. Be certain that you have the right to refuse donations and to discard what you do not want.
3. OTHER RECORDS
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You may also want the records of administrative and geographic divisions that are independent of your convention
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un10n, or body. You may want the records of associations and local churches. Whether you would attempt to aCqUire these records depends on (1) your resources and (2) whether these bodies are establishing their own archives.
A new archives with limited resources might do well to restrict its own aCqUisitions and to encourage administrative and geographic divisions, associations and churches to establish their own archives. The Southern Baptist Historical Commission, which is the official archives for the Southern Baptist Convention in the united States, encourages state conventions, associations, and churches to docum�nt their own histories; but it also aCqUires microfilm copies of associational and church records. In other words, the Commission does not attempt to be the archives for associations and churches, but it does try to get some of their records on microfilm, a format that does not reqUire a lot of space.
4. FORMATS
You may want to limit your aCqUisitions to formats that hold the most information in the smallest space. Large framed portraits, a former president' s favorite chair, antiqUe office eqUipment, blueprints of your first headqUarters are nice to have, especially if you plan exhibits. But how important are they as historical records? Will they fit on a shelf?
Paper takes more space than microfilm. And most archives are microfilming their most important holdings. Yet few are discarding the original papers, for they are afraid the film may not last as long as paper. They use the microfilm as a backup copy, storing it in a place other than where the papers are stored.
Microfilm, other types of film, slides, sound recordings, computer discs and tapes--each presents specific storage problems. And each reqUires equipment of some kind in order to be viewed or heard if your archives is to serve as a research center. Your aCqUisition policy should include what formats as well as what records you want.
5. SUPPORTING LIBRARY
You may want to include a sUpporting library in your aCqUisition policy, especially if you are planning to offer reference and research services in a place where there is no library. The library need not be large but should include histories of your convention, union, or body; biographies and memoirs of its leaders; and other reference tools that would help researchers understand your historical records.
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B. Getting What You Want
Once your acquisition policy is adopted, go after the records which fit within the scope of your policy. Share with officers and employees of your convention, union, or body a copy of your program statement which authorizes you to secure particular materials for the archives. Inform them that you are preparing to receive records that are no longer useful to them in their work. Remind them that the records belong to the organization. Emphasize that you will provide guidelines for them concerning what records you want and how to transfer them.
Note Well: You want groups of records, not indiyidual items. You want file folders, not one piece of paper from this file and another from another file.
Archivists use the phrase record series to refer to a group of records arranged and maintained together because the records have some relationship one to the other. They may relate to a particular subject or function, be the result of the same activity, or have a particular form. You want records series.
1. SURVEYS OF ORGANIZATIONAL RECORDS
Discover what records series each officer and employee has. You may want to use a survey form; a sample is in Appendix A and a blank form in Appendix B. Send the form to each person, asking for its return by a certain date. Or make an appointment with each person and you two fill out the survey form together.
After you have completed the surveys, look at the completed forms and decide which records series you want from which persons. You want those series that contain the most thorough documentation in the most concise form. You want to acquire each series from the person most responsible for the function or activity it documents. You may choose to take everything from the officers and chief executives. They are most responsible and they are personally of great significance in the history of your convention, union, or body. From other employees you would take only those records series that have information found nowhere else. For more help, see below under "Appraisal. "
Tell officers and employees which records series should be transferred to the archives. Ask them not to remove papers from file folders or reorganize the records. You will find it easier to understand the records if you can receive them arranged just as they were used.
2. GIFTS
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Ask former officers and employees, or their heirs, for records of your convention, union, or body that they may have. These records belong to your organization, but they are in the possession of individuals who may or may not choose to give them to you. Ask for them politely, and treat their return as a gift.
If you want personal papers and other records, ask for them. Advertise. Mention specific items that you seek such as issues of a newsletter or certain years' annual meeting programs. Publicize your archives. Tell the press of gifts you receive, letting people know that you accept donations.
You may want to use a statement of gift to transfer the ownership of gifts to your archives. A statement of gift includes the name of the donor (the person giving the gift), the name of the recipient (your archives), a description of the gift, any conditions or restrictions to the gift (for example, restricting access for a number of years), a statement indicating transfer of ownership, the date of transfer, and the signature of the donor.
C. Appraisal
Before accepting anything, whether by gift or by transfer from officers and employees of your convention, union, or body, you should decide whether the records offered are worth having. The first question to ask is: Do they fall within your acquisition policy? If they do, then you should ask these additional questions.
Do they have continuing administrative, legal, or financial value to your convention, union, or body? Do they provide evidence that documents the organization, policies, decisions, functioning, and performance of your convention, body, or union?
Do they provide information about persons, places, events, and actions?
Is the evidence or information they provide unique? could a researcher learn the same things from other records or only from these?
Are they usable? Can they be understood? Are they in good condition? Can they be preserved? How many records like these are there? Some record series, for example manuscripts for a magazine, are just too large to keep. Instead of keeping the whole series, keep a sample such as the manuscripts for one month's issue every ten years.
This process of determining the value of what is offered to an archives is called appraisal.
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III. ORGANIZING HISTORICAL RECORDS
The name of the process by which records are received in an archives is accessioning. Accessioning is the first step in organizing your records, in giving you control over your holdings - legal, physical, and intellectual control.
A. Accessioning
Each item or group of items that is accepted by an archives is called an accession and is given an accession number, a number unique to that item or group of items. You may use any numbering system. Many archives use. the last two digits of the year plus a number for each new accession. The first accession of 1990 will be 90 . 1, the second 90 . 2 and so on.
The number is written on the containers in which that accession is stored. The number also goes on an accession record that describes the item or group of items, tells from whom they came, gives the date, and indicates where they will be kept. Accession records may be kept in a book or on separate sheets of paper. A sample is in Appendix A and a blank form is in Appendix B.
Accession records are kept in numerical order. But you may find it handy to have this same information filed by the name of the donor or of the office from which the records were transferred. Statement of gifts, correspondence, and other papers relating to gifts or transfer of records should be filed with the appropriate accession records.
Accession everything in your archives. You may find that your convention, union, or body already has a historical collection, records that someone had the foresight to keep but did not accession. Assign a number and make an accession record each record series, in order to establish a written record of what is where in your archives.
B. Arranging and Describing
Accessioning makes it possible to find things. Arranging and describing gives you better control over your archival holdings.
1. RECORD GROUPS
Archivists arrange official records by record groups, so the first step in arranging your holdings is to establish your groups. Consider how your convention, union, or body is organized. Prepare an organizational chart. Include every board, agency, or department that creates or receives records. Consider offices that no longer exist but whose records you want; does some current office have the same or similar responsibi�ities? Expand your chart to include all
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units that ever created or received records.
Name a record group for each unit of your convention, union, or body that has or had authority to carry on activities in a somewhat independent manner. These are the units that will have unique records. Your first record group, for example Record Group 1, will be that of your governing body. A second, Record Group 2, might be your board of missions; a third, your board of education.
Record groups are subdivided into subgroups. Your first record group would include subgroups for each office within your governing body: 1A for president; 1B for secretary; 1C for treasurer. You may subdivide subgroups and will probably find it necessary if you have a complicated organizational chart.
Once you have established your record groups, keep them. Do not change your arrangement scheme every time your convention, union, or body reorganizes. Consider the functions of new units and fit them into your scheme. If, however, new units have entirely new functions, establish new subgroups or record groups.
2. RECORD SERIES
within each subgroup are many record series. If you have forgotten what a record series is, look back on page 7 . Archivists do not arrange record series but keep them arranged as they were used in the office. The user has already established an arrangement scheme, usually chronological or alphabetical. The archivist discovers the scheme and uses or adapts that arrangement system.
Within a record series there may be subseries. For example, annual meetings would be a series; one year' s annual meeting would be a subseries. One year' s meeting generates many records, and these would be in file units arranged as the person who was responsible for that meeting used them. To maintain them as they were used allows the future researcher to most fully understand that meeting.
Unfortunately, not all records will reach your archives neatly arranged. When they do not, you will have to establish order. Discover the source of the records to determine the record group: What unit in your organizational chart created or received them? Consider the subject or form of the records to determine the record series. Look at the file units of that record series you already have. Do the new records contain new valuable information? If so, arrange them to fit in with the already established arrangement.
You rearrange the records of your convention, union, or body as little as possible. You keep them in a manner that reflects its organ�zational structure and workings. The
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arrangement tells part of the story.
3. PERSONAL PAPERS AND RECORDS OF OTHER ORGANIZATIONS
Personal papers and records of organizations other than your convention, union, or body are different. They are not your records and do not belong to any of your record groups. You will want to establish separate arrangement schemes for them.
You might call all of them collections and assign them numbers and/or names. For example, you might establish presidents' collections as Collection Group 1. Each president would be a subgroup. In each subgroup coulp be that president' s own personal papers plus donations from other people of items that relate to that president.
Arrange items within a collection in the manner that seems most reasonable. Arrangement could be by types of materials: diaries, letters, photographs, clippings. It could be alphabetical or chronological. If items are already arranged, leave them as they are.
If organizations other than your convention, union, or body designate you as their official archives, you will want to establish for each of them a record group arrangement. Follow the same procedures as in arranging your own organization' s records.
For more help in the hands-on work of arranging materials, see under "Processing" on page 13.
4. DESCRIPTION
Arrangement helps you get records into permanent storage. Description helps you find them again.
Description is the preparation of finding aids. Description is writing the answers to these questions: Whose records were these? What activities do they document? When were these records made? What is their format? How many are there? How much storage space do they take? Are they in good condition? Are there restrictions on their use? Where are these records? How are they arranged?
You prepared the first finding aid for items in your archives when you accessioned them. You made an accession record that answered several of the questions listed above. As you process (see below), making decisions about the arrangement of those items, you will learn more about them and can answer more of the questions. You can add that informa� tion to the accession record and enhance its value as a tool. See the samples in Appendix A to see how an accession record can be altered after the items have been arranged.
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You can add lists of file units to your accession record. You may never have time to list every folder title in every record series, but you may find it helpful to have lists for record series that are most popular with researchers. An example of a list is in Appendix A and a blank form in Appendix B. Lists can be added to inventories. A complete inventory of your archival holdings would begin with a brief history of your convention, union, or body and a description of its organizational structure and its major activities. The inventory would continue by describing Record Group 1, giving the history, structure, and functions of the offices whose records are in that record group. It would describe each subgroup and record series. It would indicate the dates and quantity of records in each record series and subseries and how they are arranged. Then it would go to Record Group 2, 3, and all that you have. For a sample of a partial inventory, see Appendix A.
Inventories and accession records, even with lists added, are finding aids for those who are acquainted with organizational structure and know which office would have been responsible for the records they seek. Most researchers would prefer subject indexes. Unfortunately, indexing is very slow work and cannot be a priority for a new archives.
Some archives provide subject access to archival holdings with a card catalog similar to that used by libraries. The card should include the collection/accession number, title or main entry, size (number of items or dimensions), brief description of material, access restrictions and subject headings. The catalog card may also refer to a more detailed inventory, index or listings available to researchers.
Make copies of this card. One copy will be filed numerically by the accession number. This file corresponds to a librarian' s shelf list of books. Other copies will be filed alphabetically in the main file: one copy by title; each of the other copies by one of the listed sUbjects • . Before filing, you will have typed each of the subjects on the top of a separate card. See examples in Appendix A.
Descriptions of all your holdings, even if those descriptions are brief, are preferable to detailed descriptions of only a few record series. Complete accession records for everything in your archives before you begin work on other kinds of finding aids.
IV. PRESERVING HISTORICAL RECORDS
You cannot wait to take the steps necessary for preserving your historical records. The persons writing the program statement should inform the governing authority of your convention, union, or .
body that its records should be stored in
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a controlled environment.
A. Choosing Space and Materials
You want space that can be kept at a constant temperature and relative humidity, preferably at a temperature below 19 degrees Celsius and a relative humidity slightly below 50 percent. You want space without ultraviolet light; you want neither windows nor fluorescent bulbs. You want space that is free of insects and rodents. You want space where there is little danger of fire, floods, or theft. You want a room you can lock.
You want shelving that is environmentally sound, preferably steel with baked enamel. You do not want wood, for it has a high acid content which will cause paper records to deteriorate. You want shelving that makes the best use of your space, taking the least room to hold the largest quantity of records.
You want containers and file folders that fit your records and are as acid-free as possible. See the Bibliography for sources of acid-free materials.
You may not get all that you want, at least not all at once. But know the ideal and strive for it. Find ways to make the best of what you have. For example if you have flUorescent lighting, cover the bulbs with ultraviolet shields. If you have wood shelving, paint it.
B. Processing
processing is what archivists call the hands-on work of taking records from the containers in which they reached the archives, looking through them, and placing them in containers for permanent storage. You process records as you are arranging and describing them.
processing includes taking conservation measures. You reduce the quantity of what you have to store by discarding what has no value as a historical record. Examples are copies of what is stored elsewhere, notes that cannot be read, blank paper. You remove rubber bands that will disintegrate and paper clips that will rust. You unfold folded letters. You make photocopies of newspaper clippings, keeping the photocopies and discarding the newsprint that will yellow so quickly.
Processing includes making storage decisions. For example, you would remove a three-dimensional object from paper records in order to prevent the paper from bending around the object. You would separate newspaper-size from letter-size records in order that each could be stored in the proper size container.
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Note Well: Before you remove items for separate storage, include in your accession record a description of these items and where they will be stored. In addition, label these items with their accession number in order that you can easily identify their source'.
Place paper records in acid-free file folders. Using the file units of your arrangement scheme, label the folders, and place them in the acid-free boxes that fit that size folder. Fill the boxes so that the papers will not bend or curl but can be removed easily. (Folders and boxes come in more than one size. )
1. NON-PAPER RECORDS
Non-paper records can be stored at the same temperature and humidity as paper but in order to make efficient use of space are best stored by format. Besides, they present unique storage problems.
Films, slides, videotapes, and all types of sound recordings ought to be stored vertically rather than stacked on top of one another. They must be kept dust free. Tapes must be kept away from any machinery or equipment that might build up a magnetic field that would erase them.
Photographs can remain in folders with paper records. Or they can be removed and stored in a photograph collection. No matter where stored, each photograph should be in a separate acid-free envelope. There are suitable plastic envelopes, but plastics with chlorine or nitrate are not suitable; they will disintegrate, destroying the photographs and other records in your archives. Each negative belongs in a separate envelope.
Do not keep negatives, however, or any film made before 1950 unless you are sure they are safe. Before 1950 a nitrate-based material that causes fires was used for most negatives and film. Safe film has the word "safety" on it. It burns slowly, melting rather than leaving ashes.
Photographs should not remain mounted or in frames. Quite often the mounting and framing materials are acidic. Wood frames are especially dangerous. Photographs may be left in albums but sheets of acid-free paper should be placed between the pages of the album. One photographic image should never touch another such image.
Some albums, like scrapbooks, are of very poor quality paper. If you receive such an album or scrapbook, you will want to remove the photographs and other items from the pages before they disintegrate. Before removing them, record the original arrangement of the album or scrapbook. Have it microfilmed, or very carefully photocopy each of its pages.
-15-
2. LISTS
You will probably find it convenient to make separate lists of these non-paper records: films, slides, videotapes, disks, audiotapes, and photographs if you choose to store them separate from records. The first film you receive becomes Film #1, the second Film #2. Many of these items then will have two separate identifications. One is the same as the paper records with which you received them. This identification tells you to which record series the item belongs. The second is the format number and tells you where the item is stored.
V. USING HISTORICAL RECORDS
Your convention, union, or body will want to use the historical records; and you want that body to use the records or it will soon lose interest in funding the archives. But providing service to users takes time away from the work of preserving the records. Finding a balance is necessary.
A. Adopting a Users Policy
From the beginning, determine what services the archives will provide for users and state these in a users policy that may or may not be part of the program statement adopted by your governing board.
Here are some questions to consider before writing the policy.
Who will the archives serve? anyone who requests service? any member of a church connected with the convention, union, or body? leaders of the convention, union, or body? will leaders' requests have priority over others' requests?
What services will the archives provide? information about archival holdings? information from the archival holdings? copies of items? loan of items? preparation of exhibits? will the archives have an area for researchers? will there be limits to any of these services? will there be charges for any of them?
How much time can the archives staff give to user services? How can limits be placed on the time spent serving users?
B. serving Users
Once the users policy is adopted, make it known and abide by it. Do not make exceptions.
1. INFORMATION
Most requests for service will be for information. You
-16 -
will want to provide information about the holdings of your archives to all who might wonder where information is available about your convention, union, or body. Such information could be no more than a general statement that ar-chives has the historical records of Baptist Union from ____ (date of earliest record in the holdings) through
(date of last rec.ord in the holdings). But it should include separate mention of any items, record series, collections that people might not expect to find with the records of Baptist Union.
Requests for information from your holdings take more time. Someone must receive. the request whether it is made by phone or mail or in person and must make certain: exactly what information is required. Someone must look in the historical records for the information, research that may take a few minutes but can take several weeks. Someone must phone or write and mail the information to the requester.
2. DUPLICATION
Many requests are for copies: copies of reports, sermons, photographs, programs, publications. If you have a photocopy machine, copies are easy to make. But duplicating material has dangers. Making copies may harm a very fragile piece of paper. Giving copies of records removes those records from the control of your convention, union, or body. Giving copies of some items in your archives may violate copyright laws. For example, the person who preached the sermon probably possesses the copyright to it. Find out what the laws of your country require before making copies.
The United States copyright laws treat archives as libraries and allow them to duplicate some copyrighted material provided certain rules are followed. Archives cannot make complete copies of published works, must keep a record of what has been duplicated for whom, and must inform the person who receives the copy that he or she cannot make copies of the copy. The duplication form in Appendix A is used to inform the receiver and as a record for the archives. A blank form is in Appendix B.
3. LOANS
Some requests are for loans. As a general rule, archives do not loan, for most of their holdings are one-of-a-kind, irreplaceable items. Archives could loan second copies of publications. They may be required to loan-to certain leaders of their convention, union, or body.
4. RESEARCH AREA
The archives may want to provide an area where persons wanting information from the archival holdings can do their own research. This area should not be in the room where the
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records are stored. No one except authorized staff should ever enter the storage room. Otherwise, the archives could not assure the convention, union, or body that its records were secure.
To insure security, the research area should be located so that a member of the archives staff can see the researchers and watch that they do not remove any materials from the archives. The research area can be small but needs a desk or table and chairs.
Persons who come to do research in an archives register and are interviewed by a member of the staff in order that they can be directed to the correct. sources of information. They are told the rules. (A sample of rules for an archives research area is in Appendix A. ) They seat themselves and a member of the staff brings them the records, one box at a time.
5. EXHIBITS
The archives may be asked to prepare exhibits for permanent display in a headquarters building or for temporary display at meeting place. Exhibits draw attention to the history of the convention, union, or body, and to the archives.
Once you have been told or have decided the theme of the exhibit or what story the exhibit should tell, choose the items that best tell that story. Use different kinds of items: letter, program, minutes, photograph, newspaper clipping, artifact. To get color, place the items on colored mats and/or drape the exhibit table or case with colored textiles.
Discover what security there will be for the exhibit. You can not allow irreplaceable, one-of-a-kind items to be displayed unless they are in a locked case or under constant guard. If such security is not possible, make copies of the original items and display them. You may prefer to display copies even if the exhibit will be protected.
* * * * *
CONCLUSION
Your Baptist Convention, union or other organization needs to preserve its records and other historical material in order to be able to document its history in the future. These materials need to be accessible to current leaders of your Baptist body for reference. They also need to be available to scholars and other researchers to study, interpret, and write the history of your Baptist body or organization.
-18-
This Manual provides guidelines for establishing and operating a Baptist archives to meet the above needs. Initially you may not be able to provide the ideal place, adequate funding, or personnel for a fully operational archives, but do not wait to begin.
Take these basic steps: secure authorization, develop policies and procedures, designate a place, assign responsibility, and begin the process of collecting and preserving materials of your Baptist body or organization. Then, as resources permit, move forward with other steps to make your archives fully operational. Developing an archives for your Baptist body or organization can help assure future generations that they will be able to document and understand their heritage.
The sources described in the following bibliography can be helpful as you establish and operate your archives. Firms from which you can order archival supplies are also listed.
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SOURCES OF INFORMATION
Seek help from archivists and others who work in archives or with historical collections connected with religious institutions, universities, libraries, and your government. Contact societies of archivists. Many of them offer helpful conferences and workshops.
In the United States the Society of American Archivists (SAA) offers for beginning as well as experienced archivists conferences, workshops, and publications. Publications are listed in an online catalog. Contact the SAA office to inq"!lire about conferences and workshops.
Society of American Archivists 527 South Wells Fifth Floor
Phone FAX Email
312-922-0140 312-347-1452 [email protected]
Chicago, IL 60607 Web page www.archivists.org
SOURCES OF MATERIALS
Try to find local sources of materials by asking archivists and others who work with historical collections. Or contact these firms for catalogs and price lists.
The Hollinger Corporation 3810 S. Four Mile Drive acid-free boxes, folders, paper Arlington, VA 22206
Phone 703-671-6600 or 800-634-0491 Email [email protected]
University Products, Inc. P. O. Box 101 variety of products Holyoke, MA 01041
Phone 413-532-3372 Light Impressions Corporation P. O. Box 940 materials to preserve and exhibit Rochester, NY 14603 photographs and artwork
Phone 800-828-6216 (revised 1998)
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APPENDIX A - EXAMPLES
I, Program Statement. .
Records Survey .
\� Instructions . statement of Gift.
';r ',�, Listing. . . . . . 5-' icf.... Accession Record .
(�- '7' Catalog cards. . "') " C-' /' 0"',," Inventory . . . .
I
Request for Reproduction
Rules Governing the Use of Archival Materials.
APPENDIX B - BLANK FORMS
I Records Survey . . . � Statement of Gift. . . . . . . . . . .
L�sting. . .
4' Accession Record . . . . . 'c- ('11'1:) I..t:,.�-< { I ,.. .... � .,/ yj"'" Request for Reproduction .
Page · . 21-22
· . 23-24
· . 25-26
· . 27
· . 28
· . 29-30
· . 31
· . 32
· . 33
· . 34
· . 35-36
· . 37
· . 38
· . 39-40
· . 41-42
AUTHORIZATION
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Archives Program Statement
Woman's Hissionary Union, Auxiliary ·to Southern Baptist Convention (WHU, SBC), affirms that the WHU, SBC, Archives is the agency responsible for and the repository of the records, artifacts, and materials of permanent historical value to WHU, SBC.
PURPOSE
The purpose of the Archives is to document the founding, development, organization, management, goals, and achievements of W oman's Missionary Union, Auxiliary to Southern Baptist Convention (WHU, SBC), in order that present and future personnel, Board members, constituencies and publics of WMU, SBC, can know, understand, and value its heritage.
FUNCTIONS
1. To appraise, collect, arrange, discribe, preserve? and make available those records, artifacts, and materials of permanent historical value to WMU, SBC.
2. To provide reference and research services in order to (1) assist in the ongoing work of WHU, SBC, and (2) promote knowledge, understanding, and valuing of WMU, SBC, and its programs.
3. To serve as a center for qualified researchers wanting to use such records and materials.
4. To supplement existing records, artifacts, and materials with oral histories and other special projects.
5. To prepare exhibits and other media that communicate information about and the value of (1) WHU, SBC, and its programs and (2) the Archives.
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Archives Program Statement
RESPONSIBILITY
1. Responsibility for the Archives lies with the Associate Executive Director, Office of Missions Coordination.
2. The Archivist has operational r.esponsibility. Operational responsibility includes performing the functions of appraisal, col lection, arrangement, description, preservation, reference and research services, oral history and other special projects, exhibition and publication.
RELATIONSHIPS
1. The Archives is in the Office of Missions Coordination.
2. The Archives is related to Library Services. The Archivist is a member of the Library Services Team, of which the Librarian is leader.
Archives as used in this statement refers to the a rea of responsibility within the management structure of WMU, SBC.
See the definition of archives (Evans et �.: "A Basic Glossary for Archivists, Manuscript Curators, and Records Managers, "reprint from The American Archivist, July 1974):
1. The noncurrent records of an organization or institution preserved because of their continuing value; also refer red to as archival materials or archival holdings.
2. The agency responsible for selecting, preservi ng, and making available archival materials; also refe rred to as an archival agency.
3. The building or part of a building where such materials are located; also referred to as an archival respository.
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RECORDS SURVEY
please complete one sheet for each records series. SYSTEM . £01 U Ca..-tlolJ SECTlON P(L6{ic� ft'ons
OFF[CE
1.
Person giving information: Saz... tl Ja h n SOI1
Ro'j Cl../ Se.t'v/c €-
DATE: 10/ I 0/ 8S £ d ;tOf'ia..! ffssistQ n r
3. RECORDS SER[ES TITLE: 4. FORMAT: J J If
COf'I"e..s rcmclfl']c e.- 5. DATES INCLUDED: I'{E /- 8.5" Records relating to: Wf'itfLr'.s; corres/,oPldeJlJc.e.. o-6oJ CLs'S74H1e;tf.s � fY1tU1U�CIlipTs j rea.ders Ct:>H1meJl11s O-.:bo u..r h'2fjO-';2....lne..-Kinds of information contaIned in recor ds:
WI";ter /r,Jf'(;..e.me..nTs; c..hc..c..-F\. Y'e..r/l..i�it-l(jJ1Sj l1eLIJs!ette('?Sj fllO 611tltn S j pk.ofo{jJ?Cl..pJ,..s
How is �aterial arranged? ChronologIcally � Quantity or material : � linear Inches
Category
:Lo file �habeticallY by
:5 u..-t:. if!. c.::r-rolders � notebooks
7. MONTHLY REFERENCE RATE: HO)f orten are records In this series referred to )fhich are: 1 to 6 months old tP ; 7 to 12 lIIonths old if ; 1J to 24 1II0nths old NevI!!. r 2' _onths and older Ng It£: C ?
rere�ence rile: as necessary 8. IS THIS SERIES COMPLETE, or wil l alore records be added to this series? How lIIu Ch?
How orten?
COlllplete /yo Continuing � l i near inches per year �. YES NO QUESTIONNAIRE (Please indicate answer for eaCh question)
X A. Is this the o rflclal copy or the record? If not where i s i t?
X B. Ooes the seri es contain con fidential lnfor.atlon requiring security handl ing?
Y E S
X
'I 1 0 .
-24-
NO c . I s th i s a v i t a l r e c o r d ? C a n e v e r y d a y bu s i n e s s ope r a t i o n s c o n t I nu e
wi tho u t I t ?
)( D . 00 one o r t w o docume n t s I n t h e f i l e m a k e I t nec e s s a r y to k e e p the e n t i r e f o l d e r f o r a l ong p e r i o d ? X E . I s t h e i n forma t i on con t a i n e d i n th i s s e r i e s e v e r pub l i sh e d ? Wh e r e ?
X • • I s t h e i n forma t i on con t a I n e d I n t h I s s e r i e s e v e r ana l y z ed a n d / o r
reco r d e d i n a s u mma r I z e d r ep o r t ? W h e r e ? ,
)( C . I s t � e r e a dupli c a t Ion o f th i s se r i e s i n y o u r o f f i c e , o r i n a no t h e r o f f i c e ? I f 'y e s , whe r e ? )( H . I s th i s s e r i e s ( o r a m a j o r po r t i on o f i t ) r e gu l a r l y m i c r o f i l med? X I . Does the r ec o r d s e r I es r e s u l t i n a c o m p u t e r p r i n t o u t ?
RETENT I ON R EQU I R EMENTS : The f o l l ow i ng reQu i r es t h e s e r i e s to be kep t :
A . S t a t e L a w y ea r s .
B . S t a tu t e o f L i m i t a t i ons y ea r s .
C . ' e d e r a I L a w s y e a r s .
E .
• •
C .
A u d i t P e r i o d , 'ede ra l
A d m i n i s t r a t i v e Needs
R e s e a'r c h fo r Po l l ey
( y e a
y e ar-
y e a :
D . A u d i t P e r I o d , S t a t e y ea r s . H . H i s t o r i ca l va l ue y e a r s .
( At t a C h c op i e s o f fede r a l o r st a t e l aw s . )
1 1 . FILE SER IES cur a=F AT n£ END a= EACH: ________________ c a l enda r Ye a r . I s c a l Y e a r
1 2 . SECT I O N O R OFF I CE RECOMMENDAT I ONS FOR RETENT I ON : H o l d In cur r e n t f I l e a r e a ________ mon t h ( s ) T ra n s fe r to h o l d Ing a rea __ �/ __ __ yea r ( s ) : De s t roy .
T rans fe r to A r c h i v e s f o r perma n e n t r e t en t I on
______________ Des t ro y imme d i a t e i y a f t e r cu t -o f f . Other _____________________________ ___
O t h e r - No C u t O f f ----
__ --'-/_____ yea r ( s ) ;
Form Rece I v e d b y S u e. n"' t � / 0/ 15/ · 8 0-
Instruc t ions -25-
Please comp lete one s heet for each record s e r ie s .
F i l l in the Sys tem , Sec t i on , and O f f ice iden t i f ic a t ion i n forma t ion . Repeat th is for each sheet f i l led out .
I . OFF ICE FUNCTION : Inc lude in the O f fice Fu nc t ion s t atement a summary o f yhat the o f fice does to meet i t s obj ec t iv e s . Each summary shou l d inc l ude the maj or act iv i t ies per formed in mee t ing th e se obj ec t ives .
2 . Person g iv ing in format ion : Put your name a nd you r . job t i t le as the per son yho is giv ing in format ion for th is form .
3 . RECORDS SERIES TITLE : A records ser 1es 1S a group o f records or documents having
a . a common arrangemen t and b . a common re l a t ionship to the funct ions o f t he o f fice that
created or rece ived them.
The records ser ies t i t le shou ld be as b r ie f as pos s i b le bu t also as spec i f i c as pos s ib le . Do not lump several together a s "Mi sce l l aneous Financ i a l Records , " "Rout i ne Corres pondence F i l e s , " o r "Ledger s . " The records s e r i e s t i t le shou l d be a short fami l iar t i t l e , d e s c r i p t ive o f · the informa t ion a l content i n the f i le .
.
4 . FORMAT : Te l l the forma t of the record s s e r i e s , such as documents , s l ides , cassette tape s , c ompu ter printou t s , micro f i lm ro l ls , etc .
5 . DATES INCLUDED : Give dates included in the f i l e . The earl ies t date is
6 .
the date of the o ldes t document in the f i le . If the records ser ies i s an active record , o r one that y i l l . cont inue t o accumu la t e , omi t the final da t e i e . g . 1 956 - . I f the records ser ies 1 S no l onge r ac cumu l a t ing , give the date o f the l at es t or neyest document in the f i le . . .
''Ii RECORDS SERIES DESCRIPTION : The rec o rd s s e r ie s des c r i p t ion shou ld te l l wha t the records in the ser ie s rel a te to o r wha t the i r func t ion is , the type o f document s or informat ion contained in the s e r i e s , how the material i s arranged , and hoy much ma t e r ial there i s in th i s rec ords s e r ies .
Record s r e l a t ing to: State yhat func t ion t h e rec ords have , or what obj ec t i v e s the record s suppor t . Thi s may be a s ing le event , a re-occurr ing even t , a procedure , e t c . Th is s ta tement migh t read ttMemos re l a t ing to NAC IV , " t lF i l e s contain ing subscr ip t ion reques ts , II "Sc r a pb ook s how i n g e ar l ie s t pul H icat ions , t , or "F i l es r e l a t ing to sett ing denomina t ion a l c a l endar . "
Kind s o f in forma t ion c ontained in rec o rds : L i s t or de s c r ibe kinds o f i n fo rmat ion con t a ined in the f i l e , such as
addre s s e s app l icat ions announcemen t s b i l ls bond s books bu l le t in s cases
c irculars c laims correspondence inventor ies journals ledgers letterbooks l i s t s
maps news l e t ters no te s not ices orde r s payro l l s pho t ographS p l an s
procee d i n g s programs rec e ip t s re l e a s e s repor t s repr int s reques t s schedu l e s
scrapbooks s tateme n t s s tudies summar ies surveys vouchers warrant s work�h.::e t s
-26-
How is mater i a l arranged? Describe the f i l ing arrangement , whe ther chronolog ical ly , nume r ica l l y , or a l phabe t ica l l y . No te any subarrangement s .
Quantity o f ma ter ia l : G ive some measure o f the amoun t of material in record s ser ies . s u c h a s 2 8 3 f i lms t r i ps , 2S l egal f i Ie drawe r s , f ive sh�lves , e tc . G ive l i near or cub i c fee t , i f pos s ib l e , and any s ign i f ican t or unusual s i ze s o f materia l s in the records se ries .
7 . MONTHLY REFERENCE RATE : Give the number o f t imes you refer to informat ion in t h i s record s s e r i e s accord ing to the s pec i f ied d a t e s . When the in format ion in the s er i e s is up to s ix mont h s o l d , i t m i g h t be re ferenced 6 t ime s per mon th ; whe n, the i n forma t ion is 7- 1 2 months old , frequency may drop to once pe r month .
8 . I S THIS SERIES COMPLETE . . . ? These may be older f i l e s . about a projec t that has been compl eted , saved to re fer to becau s e o f p o l icy dec is ions wh ich may come up l a t e r . Al ternat ive l y , ma t e r i a l may be added to the records s e r ie s . G ive the expec ted amount o f increase , s ta t ed at app ropr iate interval s , e . g . none f i l e d rawer per year , three micro f i lm ro l ls per month , etc .
9 . QUESTIONNAIRE : Answe r each ques t ion. If there i s a doubt about any ques t i on , p l ease con s u l t the r ecords manager .
A . O f f ic i a l Record : This re fers t o t h e copy o f th i s record ser ies that comes from the orig inat ing or rece iving o f fice . Did your o ffice rece ive or i s sue this record ?
1 0 . RETENTION REQUIREMENTS : Are you requ i red to keep the records in th i s s e r l e s t o ful fi l l some requ i r ement outside your own o f fice ' s use? Such reasons might be governmental regu lations , the need to r e fer to i t later to make pol icy dec i s ions , or for its historical va lue .
1 1 . FILE SERIES CUT OFF AT THE END 'OF EACH : At what date do you "change fo lders" or begin a new fi le?
1 2 . SECTION OR OFFICE RECOMMENDATIONS FOR RETENTION : Please give your o f fice ' s or department d i rec tor ' s recommendat ions for reta in ing thi s series in current fi les that are used "everyday , It in a ho lding area wh ich wou ld hold non-current but st i l l use ful records , permanent ly in the arch ives , or for the record s ' d e s t ruc t ion after a given t ime per iod .
I , 'Be'itr J-ftio L
-27-
S T AT E M E N T O F G I F T
G t. L (1 ea,+tr. C O '6:
BOX
2
-28-
WOMAN ' S M I SS IONARY UN ION ARCH I V E S
L I ST I NG
RECORD GROUP Educa t ion ( S )
SUB GROUP Interpretat ion ( SO )
SERIES Beverly Su tton, Director 1 979-84
SUB SER I E S O ffice files ( SDS . 2A )
Access i on Number 88-048
FOLDER LABEL
Conferences : Black Pas tors Black Women Leaders
( SDS . 2 )
Conference Lead ing ( 3 fo lders ) Non-WMU weeks Ridgecres t , Glorieta P ioneer Training Sma l l Church Regional ( canc e l le d ) Wes tern Conference Lead ing
Field Engagements ( s amp les only )
Minutes , F ield Services Department ( 3 fo lde r s )
Projec ts : Seminary Interns ( 3 folders )
Teams : En l i s tment ( S folders) Re locat ion , Field Services and Con ference s (2 fo lders) Year Book
DATE S I NCLUDED
1 980 1 980 , 8 2 1 983 , 84 1 980-83 1 98 1 1 98 2 1 984
1 979-82
1 979-8 1
1 979 , 8 1 , 84
1 98 2-84 1 98 2-84 1 98 1 -82
-29-WOr-tAN ' S M ISS IONARY UN ION ARCH �VES
ACCESS ION RECORD
ACCESS ION NUMBER a 3 - () 2 9 Date R e c e ived .2 /5' / ?.3 I I Source .s V1. e.. ( m r s . H" I� ) ]) iKon Addres s ( oi M ; ( I e r =:Dc i tt=Y
Yo !J Q S \/0 lit y ) C K, 7 x>'ZS' T i t l e W rV) () M e lVl ocg b ; 1t'C4
C l q 3 � - I CfS (7)
Acknovledged � -�----Dono r F i l e _--JLL ____ _
P re l iminary Des c r i p t i o n : Ci.-a-lu"a...Jna.loik} ( Pr e S iJ.�n'tc) ! ).()lr\l.A. ( '? 3t.f-Lf5) Me i'\1 of'Ov bi l l a.. r e l ai " "'j fo' I)I1r5, F. IV� Arm,;tr0:1,,>,\ a.. n cf W m u Tf'1CL i .t\I· r � �cJ -fY'O I:J " ---.::ct�MS In �cl (')..) p la. c.�J in WI)H.l\ra.II\ \r1j Schoo l C o / lee-t /o ", (C G � ) Ite.M 5 (3) a..hJ(tl) p (ct.c.e.J ; h /... o..u.ra. ftrm.si'f'o� Co Ilec.tl O;'j (C G l ,q 7)
Temporary Loca t ion S 3 - 0 g 9 Permanent Locat ion _---.;C=-... G:....-;;;�=__ _____ _
C G f A ']
-30-
PROCESS ING RECORD
( Check each s tep as you complete i t . Wh i le proc e s s i ng , note a l l important subj ects , persons , events , e tc . A l s o no te speci fic documents that nee d phys ica l repair or spec ial hand l ing . )
Appra ised ( I f material i s removed , g ive reason . ) t/ ---------------------
Processed __ �t�� __ " ____________ __ Addi tional conservat ion measures needed ( Spec ify . )
Arranged and labe led ____ �-'� ____
� __ � ______ ___
De sc r i p t ion prepared ___ ..... L�i'-':s .... =t ......... ;$'-----'O""'--'\::_· __ C c;. ?-
Indexed --------------------------�--------
She lved (Give locat ion . ) C G I fI 7
( Fi l l out two copies : One remains with the materials ; the other copy is fi led in the Accession Record Notebook. )
-31 -
CATALOG CARDS
AR 7 1 5 So u�hern Bap� i s � Conv en� i o n . I n � e r-
AR
A � e� cy Coun c i l . C oo rd i n a� i ng C o mm i t t e e .
D i r ec t i o ns 2 0 0 0 : 1 9 9 0- 95 b o l d mi ss i o n t hrust pro mo t i on pl a n : proJect CC 1 2 8 I a pp rove d by � h e C oo rd in a t i n g Comm i t �e e o � � he I nt e r- A g ency Counci l . -- Nas hvi l l e , T en n . : S BC , 1 9 8 8 .
[ 59 6 ] p . : i l l . · ; 2 9 cm .
1 . Sou� h � rn Bapt i s � C o nve n t i o n-Mi ss i o ns . 2 . Evange l i s t ic work. 3 . Churc h gro� th--So u t h e r n B ap � i s � Co nve n �i o n . 4 . Churc h wo rk-- Bap�i sts . I . T i � le I I . Ti�l e : B o l d m i s s ion �hrus � .
1 9 D EC 8 9 · 2 0 1 1 9655 NTHLs l
Shelf card
SO UTHE RN BAPTIST CONVENTI ON-!H SS IONS.
7 1 5 So ut hern Bapt i s t Co nve n� i on . I n �e r-A g ency Counc i l . Coo rd i n a � ing Co mm i � t e e .
D i rect io�s 2 0 0 0 : 1 9 9 0- 95 b o l d mi s s i on t hr us� promo � i o n pl a n : pro j e c t CC 1 2 8 I app roved by t h e C oo rd i n a t i n g Comm i � �e e o � t he I n � �r-A aency Counc i l . -- Nas hv i ll e , Tenn. : S B C , 1 9 8 8 .
[ 5 9 6 ] p . : i l l. ; 2 9 c m .
1 . Sout h � r n Bap� i s t C onve n t ion-Missi o ns . 2. Evan g e l i s � i c w o rk . 3 . Churc h �ro_ th--So u � he rn B ap t i s t Conve n t i o n . 4. C hurc h w o rk-- Bapt i s ts .
1 9 D EC 8 9 2 0 1 1 £1655 NTHAdc
Subject card
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WOMAN ' S MISS IONARY UN ION ARCHIVES
INVENTORY
COLLECTION GROUP Women ' s Organizat ions ( 2 )
SUB GROUP
SERIES
North Amer ican Bap t i s t Women ' s Union ( 2 B )
The Tie ( 2 B 1 ) ; Memorab i l ia ( 2 B 2 ) ; Aud iovisua l s ( 2 B 3 )
Acc e s s ion Number 84-004 ; 84-008
Nor th Ame r ican Bap t i s t Women ' s Union , one of the cont inenta l unions as soc iated wi th the Bap t i s t Wor ld A l l iance Wome n ' s De partment , was organized in 1 95 1 . I t s purpose is to provide Bap t i s t wo�en with in format ion abou t the Baptis t World Al l iance , to promote c lo s e r re la t ionsh ips be tween the Bapt i s t women o f North Ame r ica and those in oth e r parts of the wor ld , and to sugge s t oppor tun i t i e s for service for women. I t mee ts in a Cont inental As semb iy every f ive years . Be twe en a s s emb l ie s b u s ine s s i s conduc ted by the Execut ive Commi t t e e , composed o f the e le c te d o f ficers and repre sentat ive s o f each member body .
Woman ' s M i s s ionary Union is a found ing member o f NABWU , and ind iv idual WMU members have played lead ing roles in the organiz a t ion. From 1 9 67 through 1 98 1 NABWU ' s pub l ic a t ion , The T i e , was hand led b y WMU s ta f f .
The Tie , NABWU ' s news l e t ter that i s usua l ly publ ished twice e ach ye ar , began pub l icat ion in the spring o f 1 96 1 . Loo se copies are f i led chronologica l l y . Issues 1 96 1 - 1 98 3 are on micro fi lm.
Memorab i l ia inc ludes brie f h i s torie s o f the organiza t ion , programs and other printed pieces from Gene ral As semb l ie s , and c l ippings - a l l f i l e d chrono l og ic a l ly . ( 1 Hol l inge r box )
Aud iovisua l s inc lude black and wh ite photos o f ind ividua ls and even t s , s l ides taken or used at events , and audiocas se t t e s o f speake r s . The pho tographs , mos t o f wh ich came from WMU ' s The Tie f i le s , are int e r f i led wi th those o f Baptis t World A l l i ance Women ' s Departme n t ( CG 2 A ) . Photos o r ind iv idual s are f iled a l phabe tically ; photos o f events are f i led chrono l o g i c a l ly . ( 2 Hol l inger boxes ) Aud iocas s e t te s are acces s ioned w i th o t her aud iocasse ttes ; see reg i s te r . S l id e s have not been sor ted .
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WOMAN ' S MISSIONARY UNION ARCHIVES
REQUEST FOR REPRODUCTION
I need rep roduc t ions o f the i tems l is ted below . I have read the copyrigh t warning , and I unders tand tha t I am bound by i t and the cond i t ions on the back of th i s shee t . I assume a l l respons ib i l i ty for infr ingemen t o f copyr igh t and exemp t Woman ' s M i s s ionary Union , the Arch ive s , and i t s s ta f f from all l i ab i l i ty .
Date 1ff1 7, Ir?,o Phone (�05) 875"- � 0 12..
I wi l l use the c o p i e s for
r�f1.-(.d6� S.eA1).-na-u /�
I t ems copied
RECORD GROUP / COLLECTION AND SERIES
f A
BOX FOLDER ITEM
9
( Appl icant s i gns two copies ; one s /he keeps , the o ther is for the Archives Hand led Reques t s f i l e )
RETURNED
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WOMAN ' S MISSIONARY UNION - ARCHIVES
RULES GOVERNING THE USE OF ARCHIVAL MATERIALS
PERMISS ION TO USE archiva l mat e r ia l s wi l l be granted to qua l ified researchers who agree t o ab ide by the s e ru le s ; this permis s ion i s , o f cour s e , sub j e c t to the po l ic ie s o f WMU Archives and to the res t r i c t ions imposed by the donors or depo s i tors . Once permis s ion is gran t ed , the researcher a s s umes r e s pons ib i l ity for a l l material s made ava i l ab l e to her/him . ( Permi s s ion t o u s e does not carry w i th i t permis s ion to remove from the l ibr ary , to reproduce , or to publ ish . )
Please reque s t the mat e r ia l s you want o f the Archiv i s t or other Library personnel . Onl y these s ta f f members may enter the Arch ives .
U s e the materials in the l ibrary . the Library wi thout the permi s s ion s igning a Loan Agreement .
Do not remove them from o f the Archiv i s t and
Preserve the exi s t ing order o f mat e r i a l s you receive . Do not rearrange folders or i t ems within a fo l der . Do not remove items from a fo lder .
Hand le materi a l s with extreme care . Lay them on a flat sur face . Turn pages carefu l ly . Do no t mark them , c rease them , or res t anything - ( inc lud ing e lbows ) on them . Use no paper c l ips or rubber bands .
Take notes with penc i l or typewr i t e r . Ink can irreparab l y d amage arch ival mater ia l s .
Return the mater i a l s to the Archiv i s t or other L ib rary Personne l . Never leave them una t t ended nor entrus t them to a third party .
PHOTODUPLICATION is provided s o l e l y for the researcher ' s private s tudy or r e s earch . Not al l materia l s c an be dup l i c ated : Some woul d be harmed by the proc e s s ; other s are covered by copyr ight or other res t r ic t ions . Copies may not be further reproduced nor t rans ferred to a third party . The researcher a ssumes a l l res pons ib i l i t y for pos s ib l e infr ingement of c opyr igh t and /or l i terary r ight s in the ac t o f copy ing or in the subsequent use o f the mater i a l s cop ied . ( Supp l ying a phot ocopy is not autho r izat ion to pub l ish . )
Please reques t photocopies o f the Archiv i s t or other L ibrary per sonnel . Only the s e s t a f f members may photodupl icate archival mat e r ia l s .
PERMISS ION TO PUBLISH from pub l i shed or unpub l ished mater i a l s mus t be ob-t a ined by the researcher from the holder o f the l i terary r i ghts or copyrigh t , her/his heirs , a s s igns , or executo r s . For original mater i a l s , permi s s ion mus t a l s o be obt a ined from WMU Arch ives , holder of phys ica l righ t s .
CITATION
In c i t ing unpub l i shed mat e r i a l s loca ted in the WMU Archives , use this form : t i t le o f c o l lect ion/ record group , iden t i ficat ion o f series and document ; Archives ; Woman ' s Mis s ionary Union , Southern Bapt i s t Convent ion .
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R ECOR D S S U R V E Y
p-l e a $ e comp l e t e o n e s h e e t f o r each r e c o r d s s e r i e s . SYS TEM SEC T ! ON OF F I CE
1 . OFF I CE FUNC T I ON :
P e r s o n g i v i n g i n f o r m a t i o n : DATE :
3 . R ECORDS S E R I E S T I TLE : 4 . FORMAT :
5. DAT E S I NCL UD E D :
R e c o r d s r e l a t i ng t o :
K in d s o f i n fo rma t ion cont a i n e d in r e c o r d s :
How i s m a t e r i a l a r r anged? Chrono l o g ic a l l y Ca t egory a lp h ab e t i c a l l y by
Qua n t i ty of m a t e r ia l : l i n e a r i nc h e s f i l e rolder s n o t ebook s
7 . MONTHLY R E FER ENCE RATE : How o r ten a r e r e c o r d s i n t h i s series re fe r red t o wh i ch a r e : 1 t o 6 mon t h s old 7 to 12 mon t h s old ; 13 to 24 mon th s old 2 5 mon t h s and older ?
r e fe�ence rile : as necessary
8. IS THIS SER IES COHP�ETE. or wIll more reco rds be added to this series? How much? How orten?
Comple te Continu ing l i n e a r inches per year
3. YES NO QUESTI ONNAIRE (Please i ndicate answer ror each que s t ion )
A. Is this the o f fi c i a l copy of the record? I f not where is it?
B. Does the series contain con ridenUal Infor • • Uon requiring security handl ing?
Y E S
'j 10 .
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NO c . I s thi s a v i t a l record? Ca n e v e r y d a y b u s i ne s s ope r a t i on s c o n t i nu e
w i t hou t i t ?
O . 00 one o r t w o documen t s i n t h e f U e m a k e i t n e c e s s a r y t o k e e p the e n U r e f o l d e r f o r a l ong p e r i od?
E . I s t h e i n forma t i o n con t a i ne d i n th i s s e r i e s ev e r p ub l i s h e d ? Wh e r e ?
f . I s the i n f o r ma t i on con t a i n e d i n t h i s se r i e s e v e r a na l y z ed a n d / o r recorded in a summa r i z e d re p o r t ? w h e r e ?
C . I s there a dup l ic a t i on o f t h i s s e r i e s i n y o u r o f f i ce , o r I n a n o t h e r o f f i c e ? I f y e s , w h e r e ?
H . I s t h I s s e r i e s ( o r a ma j o r po r t i o n o f i t ) r e g u l a r l y m i c r o f i l me d ?
1 . Doe s t h e r e c o r d s e r i e s r e s u l t i n a compu t e r p r i n t ou t ?
R E TE N T I ON R EQU I R EMENT S : T h e fo l l ow i ng r e q u i r e s t he s e r i e s t o be k ep t :
A . S t a t e L a w y e a r s .
B. S t a t u t e o f L i m i t a t ions ye a r s .
C . F e d e ra l , L a w s yea r s .
E . A u d i t p e r i Od , F e de r a l
F . A dm i n i s t r a t i v e N e e d s
C. R e s e a r c h for Pol i c y
y e a
y e a :
y ea :
O . A u d i t P e r i o d , S t a t e yea r s . H . H i s t o r i c a l V a l ue y e a r s .
( A t t a ch cop i e s o f f e d e r a l or s t a t e l a ws . )
1 1 . F ILE SER I ES CUT Cf'F AT n£ END Cf' EAOi: Ca l endar Yea r
-------___________ f I sc a l Y e a r
12 . SECT I ON OR OF F I CE RECOMME NDAT I ONS FOR RETENT I ON : Ho l d I n current fI l e a r e a _____ mon t h ( s )
T r a n s fer t o ho l d i ng a rea _______ yea t e s ) ;
_____________ Oes troy.
T ransfer t o Arch i v e s for permane'n t r e t en t i o n
_____________ Oes t roy im�ed l a t e l y a f ter cut - o f f .
______ O the r ________________ _
_____ O t he r No C u t O f f
____________ yea r e s ) ;
For m ' Rece i ved by Da t e
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S T A T E M E N T O F G I F T
I , ( name o f dono r )
( addre s s )
( c i t y , s t ate , z i p c ode )
des ire and in tend to make a g i f t o f c e r t a in personal property , re l inqu i s h ing a l l r i gh t , t i t le , intere s t , and l i te rary property r igh t s in and t o tha t property . To e f fe c tuate t h i s intent , I hereby give , trans fe r , and de l ive r to
( name of rec i p ien t )
( ad d re s s )
( c i ty , s tate , z i p code )
the prope r ty des c r ibed here i n :
This g i f t is mad e w i thout any re s t r i c t i ons or c ond i t i ons unle s s such res t r i c t ions are no ted on the face of t h i s ins t rument .
( donor s i gna tur e )
( date )
(wi tne s s s igna ture )
BOX
RECORD GROUP
SUB GROUP
SER I ES
SUB SER I ES
Access i on Number
FOLDER LABEL
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L I ST I NG
DATES I NCLUDED
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ACCE SSION RECORD
ACCESS ION NUMBER ____________________________ __
Da te Rec e ived
Source ---------------------------------------------
Addres s --------------------------------------------
T i � l e ----------------------------------------------
Pre l iminary Des c r i p t i on :
Temporary Locat ion __________________________________ ___
Permanent Locat ion ------------------------------------
Ac knowledged ________________ _
Donor F i l e --------------------
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PROCE S S I NG RECORD
( Check each s tep as you c omp l e t e i t . Wh i l e proc e s s ing , note a l l important subj ec t s , per sons , events , e t c . A l s o note s pec i f ic documents that need phy s i c a l repa i r o r s pe c i a l hand l ing . )
Apprai sed ( I f ma terial 1S removed , g ive reas o n . )
P rocessed --------------------
Add i t iona l conse rva t ion measures needed ( S pec i fy . )
Arrang ed and l ab e l ed ________________________ _
De sc r i p t ion prepared
I nd exed --------------------------------
She lved ( G ive locat ion . ) ----------------------------------
( Fi l l ou t two copies : One rema ins w ith the mate r ia l s ; the o ther copy is f i led in the Acces s ion Record Notebook . >
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WOMAN ' S MISSIONARY UNION ARCHIVES
REQUEST FOR REPRODUCTION
I need reproduc t ions of the items listed be low . I have read the copyright warning , and I I understand that I am bound by i t and the condit ions on the back of this sheet . I assume a l l respons ibil ity for infr ingement of copyright and exempt Woman ' s Miss ionary Union , the Archives , and its s taff from al l l iab i l ity .
Date ( S ignature )
------------------
Address Phone ----------------------------------- -----------------
I wi l l use the copies for
I tems copied
RECORD GROUP/ COLLECTION AND SERIES
BOX FOLDER ITEM
(Appl icant s igns two copies ; one s /he keeps , the other :LS for · the Archives Handled Requests f i l e )
RETURNED
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WARNING CONCERNING COPYR I GHT RESTRICT I ONS
The copyright law of the United States ( Title 1 7 , United States Code ) governs the making of photocopies or other reproductions of copyrighted material .
Under certain conditions specified in the law , libraries and archives are authorized to furnish a photocopy or other reproduction . One of these specified condi tions is · that the photocopy or other reproduction is not to be "used for �ny purpose other than private study , scholarship or research . " . I f a user makes a request for , o r later uses , a photocopy o r reproduction for . purposes i n excess of " fair use , " that user may be liable for copyright infringement . This institution reserves the right to refuse to accept a copying order i f , in its judgement , ful fillment of the order would involve violation of copyright law .
Rules
1 . WMU Archives does not sell reproductions but provides the service o f copying for the personal use o f the applicant. The fee paid i s exclusively for such service .
2 . Only material that is unrestricted and which will not be physically damaged by the process o f duplication may be reproduced .
3 . Only single copies will be made . These copies may not be transferred to another individual or organization or be reduplicated . Duplication by the Archives transfers nei�her property right nor copyright; nor does it constitute permission to publish .
4 . I t is the responsibility of the person requesting reproduction for other than reference purposes to obtain permission from the copyright holder to use the material .
Fees
1 . Writers for WMU pUblications : free
2 . Employees : as in· Employees ' Handbook
3 . Other s : 1 -9 copied pages 1 0-20 copied pages over 20 copied pages
no charge $2 . 00 1 0¢ per page
