S8 – At Collaboration’s End, Or, What To Do When Your Risk Management Plan Is Overwhelmed

In 2015, The Mariners’ Museum Library at Christopher Newport University was awarded a three-year Hidden Collections grant from the Council for Library and Information Resources to catalog 48,000 negatives held in cold storage; a supporting project digitized the negatives. Before the start of the project, the staff at The Mariners’ Museum Library performed a risk assessment. The project’s risk assessment included normal risks, such as staff turnover and exceeding digital storage capacity, but it failed to include additional risks that seemed both remote and horrible to contemplate. But per Murphy’s law anything that can go wrong will go wrong and it did. While the risk management plan helped, but was rapidly overwhelmed. Presenters in this session will talked about how they have had to mitigate risks that came to pass without the guidance of forethought normally found in the risk management plan.

The grant required The Mariners’ Museum Library to hire cataloger who would create item-level catalog records, as well as create authorized names for vessels, persons, businesses and places. The project catalogers were also tasked with composing talks, blog posts, presentations and articles about the project along the way.

While their project’s risk assessment included staff turnover, it did not foresee the possibility that two photographers would leave back to back. This is resulted in the unexpected discovery that the digital camera was not working correctly. The camera had to be sent back not once but twice. These two things alone caused a set back the project. But when it rains, it pours. The Mariners’ Library at Christopher Newport University was asked to leave the university and had to move in, so to speak, with the museum. And even after overcoming all these hurdles, then came the issues with the negatives themselves. The negatives were donated in the 1930’s and stored in less than ideal conditions. In the 1990’s the negatives were moved to cold storage but in some cases it wasn’t cold enough. Furthermore, the original count of 48,000 was not accurate. The original inventory done many years prior, counted the number of envelopes but what was inside of the envelopes.

These challenges were seen in a positive light. The Mariners’ Museum Library viewed these as opportunities to find creative solutions to their problems. They went from zero volunteers to fifteen in one year. While there was a lot of time upfront to make this a reality the long term benefits outweigh that. None of the volunteers work directly on the grant but they have been able to take over other duties that have helped the staff focus on the grant.

Having a solid vision of success really helps when you are thrown a curve ball or two or three. That solid vision of success allows you to not get frazzled by the unexpected challenges that will come up. One of the greatest takeaways for me was, bad news only gets worse with age. Deal with it upfront and directly. Otherwise, it’s just gonna get worse.

Karolina Lewandowska, M.A., M.L.I.S.
Processing Archivist
Naval History & Heritage Command


S3 – Archives and Interns: Collaboration Between a University and a Local Historical Society

For over a decade the Kutztown Area Historical Society (KAHS) and the Department of History at Kutztown University have collaborated to help KAHS to process a wealth of documents and artifacts that would otherwise be inaccessible to members and researchers. Since 2001, 14 interns have done a variety of projects, the majority of which have been scanning and digitizing materials and posting them online so that the public has access to these materials. KAHS is completely volunteer run and thus only open to the public a limited number of hours and days. Posting content online allows KAHS’s documents and artifacts to be accessible 24/7.

The speakers for the presentation were representatives from the Kutztown Area Historical Society, and the Department of History at Kutztown University, and several of their former interns, discussed the various parts of their successful collaboration. I enjoyed hearing from the former interns and the positive impact the project had on them. Michael P. Gabriel mentioned a comment from a former intern, who is currently an archivist out of state, that the hands-on experience taught him to preserve the past in the present for the future.

Matthew Harris, Carly Plesic and Sheila Joy all explained their intern experience and the various different projects that they worked on. Harris discussed the different scanners he had to use and the trouble shooting he had to do with technology and how this experience was used on his graduate school application. Plesic discussed the tedious and very detail-oriented transcription project that she worked on but also how much she loved it. Joy, currently an archivist at United Lutheran Seminary, explained how experiencing challenges in her internship prepared her for the real world. Troubleshooting scans, editing scanning, creating naming conventions and folder structures, etc., are all skills she uses in her daily work.

This collaboration allows students get a hands-on experience in a professional setting. In most cases this is their first real life work experience, which can have a life-long impact on potential future historians and archivists. They learn how to summarize a collection, index, use naming conventions, create folder structures on a server, etc. In some cases, the development of these skills have led students to apply to graduate school and eventually become archivists.

Even if interns do not enter the profession, they find a newfound appreciation for local history and many go home and become interested in or involved with their hometown historical society.

In addition to having processed collections, this collaboration also gives KAHS fresh, new ideas from interns.

However, it seems the true success of the collaboration is the vetting process of interns before the internship can happen. The program is very selective in picking their interns and, since 2001, only 14 interns have gone through the program. So, not every year or every semester. During the question portion, an interesting idea / suggestion was mention – the local historical associations should create a state ‘group’ of some sorts so that resources, ideas, a place to share ideas, and possibly connect potential interns with local historical societies.

A thought-provoking question of whether the interns were just scanning or where they scanning for long term preservation was brought up. This lead to an interesting side discussion of history students doing archival work without any archival background. Can historians be archivists when simply upload a file to a website is no longer seen as ‘enough’? Maybe a future MARAC presentation?

Karolina Lewandowska, M.A., M.L.I.S.
Processing Archivist
Naval History & Heritage Command

Congratulations to our Spring 2018 scholarship winners!

The MARAC Scholarship Committee is pleased to announce the recipients of our scholarships to support attendance at the Spring 2018 meeting to be held in Hershey, Pennsylvania.

The Marsha Trimble Meeting and Travel Award ($400 towards conference registration and travel) is being presented to Colleen Bradley-Sanders. Colleen received dual Master’s degrees in Archives Administration and Library & Information Science from the University of South Carolina. She is currently the College Archivist at Brooklyn College, and has previously worked at Southern Methodist University and the New York University School of Medicine.

Joan Echtencamp Klein Meeting and Travel Award ($250 towards conference registration and travel) is being presented to Sharon Monigold. Sharon attended Kent State for her MLIS with a concentration in archives. She works as librarian and archivist at Bethany College in Bethany, West Virginia. She also works part-time at Wheeling Jesuit University as a librarian who does archival projects.

Karen A. Stuart Local History Collection Workshop & Conference Attendance Award is being presented to Angela Rodgers- Koukoui. Angela is an Archives Technician at the University of Baltimore and is pursuing her BA in Integrated Arts from the University of Baltimore. In her archival work, she curated The Baltimore Cultural Arts Program, 1964-1993 photography exhibit at UB and worked on the Preserve the Baltimore Uprising project at the Maryland Historical Society.


MARAC Scholarship Committee

Ben Blake
Maria Day
Christy Fic
Amanda Hawk
Elizabeth Wilkinson
Emily R. Cottle, Chair

Please consider nominations for the Society of American Archivists Philip M. Hamer and Elizabeth Hamer Kegan Award!

The Philip M. Hamer and Elizabeth Hamer Kegan Award Subcommittee of the Society of American Archivists (SAA) seeks nominations for the 2018 award.

This Philip M. Hamer and Elizabeth Hamer Kegan Award recognizes an archivist, editor, group of individuals, or institution that has increased public awareness of a specific body of documents (which can be a specific archival collection or thematic aggregation) through compilation, transcription, exhibition, or public presentation of archives or manuscript materials for educational, instructional, or other public purpose. Work that has impact on a local, regional, national, and/or international level is welcomed.

Recent winners include:


Individual archivists and editors, groups of individuals, organizations. This award is open to nominees within and outside of the United States, and is not limited to SAA members.


A certificate and a cash prize of $500.

Application Deadline:

All nominations shall be submitted to SAA by February 28 of each year.

For more information on this award, including the nomination form, please go to http://www2.archivists.org/governance/handbook/section12-hamer.

For more information on SAA awards and the nominations process, please go to http://www2.archivists.org/recognition.

Updates and Corrections to the Hershey Conference Program

Over the course of the last year, the Program Committee for the Spring 2018 MARAC Conference has worked hard to gather together a distinguished group of archival practitioners to bring our members the very latest in archival innovation, activities, and thought from our region. And now, with the upcoming conference program hot off the presses, we truly believe that MARAC members can look forward to another high quality meeting in Hershey, Pennsylvania.

Even so, things change. Last minute developments from some of our panelists, as well as copy-editing corrections required by our own fallibility, lead us to issue the following substantive revisions to the program as printed:**

Session 1: Archives and Advocacy: Preserving Pennsylvania’s Disability History (p.13)

This panel description mistakenly left off the names of two participants: Tyler Stump (Pennsylvania State Archives) and Margaret Sly (Temple University Special Collections).

Session 6: Chester Made: Building the Biography of a Block with Artists, Students and Residents (p.15)

Panelist Devon Walls (MJ Freed Theater & Artist Warehouse) will be replaced with Ulysses “Butch” Slaughter (the project manager for “Chester Made”).

Session 9: Serving Archival Communities: Regional Programs in the MARAC Region (p.15)

Samantha Forsko (Conservation Center for Art & Historic Artifacts) will not be presenting at this session. Her co-presenter and colleague, Dyani Feige, will present Ms. Forsko’s content.

Session 10: Disparate Digital Designs: Using Virtual Spaces to Build Archival Capacity (p.16)

Robin Pike (University of Maryland) will not be presenting at this session. There is no one scheduled to take her place at this time.

Session 11. Not Just Another Bunch of Papers (p.16)

Linda Ries is incorrectly listed as “retired” from the Pennsylvania Historical Association.

Session 18: Grow Your Role: New Directions for Special Collections Collaboration (p.18)

Please note the title change which was not included in the printed program (printed as: “Radical Role Reinvention: New Directions for Special Collections Collaboration”).

A slight change to the panel description is reflected in the following text:

Special Collections has traditionally followed a specific model; tried and true approaches to building, sustaining, and providing access to collections. But are these approaches effective and innovative ways to respond to the changing needs of the communities we serve and the communities we document? How can we expand our repertoire to include new skills and collaborations? This panel will showcase examples of radical collaboration and reimaging of the special collections playbook; a new blueprint that includes initiating collaborations between departments and disciplines, pushing ourselves out of our comfort zones, and designing services, policies, and instructional offerings to enhance and broaden what we provide to our readers and communities. Panelists will discuss a collaborative data analysis approach to collection development and public services, a more broadly realized approach to all activities contained in the spectrum of reader services, and outreach to the STEM fields.

Session 21: Documenting a Community, Building a Community: The Robert J. Sullivan Jr. Papers at James Madison University Special Collections (p.19)

The speakers in this session (Kate Morris, Tiffany Cole, and Lynn Eaton) are listed as affiliated with George Mason University. This is incorrect and should read as James Madison University as reflected in the title of the session.

For mistakes in the copy-editing process, the Program Committee Co-Chairs offer our sincere apologies to all affected panelists. Non-substantive changes to program text that occurred as part of that editing process are not included in this update.

**Note: these changes will be reflected in the program supplement and corrected for the guidebook app.

Deadline Extended, Call for Posters: MARAC Spring 2018 Meeting in Hershey, PA

There is still time to submit a poster proposal for the Spring 2018 Mid-Atlantic Regional Archives Conference “Finding the Sweet Spot: Communities, Collaboration, and the Archives” to be held in Hershey, PA on April 12-14, 2018.

Share your research or new approaches to archival work in Chocolatetown, USA. Possible topics include, but are not limited to:
● applied or theoretical research projects
● experimental collection development initiatives
● new methods of providing reference services, instruction or outreach
● innovative arrangement and description practices

● Professional or student engaged in archival work
● Research or activity conducted within the previous year (2017-2018)
● Poster size: minimum 22 x 28 inches; maximum 36 x 48 inches; may read vertically or horizontally

The new deadline for poster proposals is 11:59 PM EST on February 18. Proposals received after this date will not be considered and e-mailed submissions or submissions in any other format will not be accepted.

To submit a poster proposal, complete the form https://goo.gl/forms/wsD87PaRxMyvDguW2

Notifications regarding accepted proposals will be sent out on March 1. A dedicated poster session has been scheduled from 2:45-3:45 on Friday April 13 during the conference.

For more information or questions, please contact:
Susan Wiesner swiesner@umd.edu

Now accepting applications: MARAC Meeting Scholarships and Awards

There are three awards available for the Hershey conference which will be held April 12-14, 2018:

1) MARAC Meeting and Travel Awards (2 awards: $400 and $250)
2) Karen A. Stuart Local History Collection Workshop & Conference Attendance Award

Additional information about each award is included below. Meeting information is available on the MARAC website.

APPLICATION: Applicants for either award should submit the following:

1) Cover letter that includes:

a) Award for which you are applying
b) Statement of financial need
c) Expected benefits of attending the conference (citing specific sessions or workshops of interest)

2) Resume

3) Letter of reference from a person with knowledge of the applicant’s work (sent directly to the MARAC Scholarship Committee Chair, Emily Cottle, via email at MARAC.Scholarship@gmail.com)

DEADLINE: Hershey meeting, March 2, 2018

TO APPLY: Send a single PDF of the cover letter and resume to Emily Cottle, MARAC Scholarship Committee Chair, at MARAC.Scholarship@gmail.com. Letter of recommendation should be sent by the reference as a PDF directly to Emily Cottle, MARAC Scholarship Committee Chair, at MARAC.Scholarship@gmail.com. Please include MARAC Scholarship Application in the subject line. All applicants will receive an email confirming their application has been received.

MARAC Meeting & Travel Awards

The Mid-Atlantic Regional Archives Conference (MARAC) offers travel awards of $400 and $250 for attendance attendance at its conferences held twice a year around the region.

Scholarship funds may be used for conference registration, workshops, lodging, conference meals, and other travel expenses. Persons meeting the criteria outlined below are encouraged to apply.

QUALIFICATIONS: For this award, an individual must currently:

  • Be employed in the MARAC region in an archival or archives-related position, OR
  • Be enrolled as a graduate student in a program that includes courses in archival administration OR
  • Be a MARAC member in good standing

Karen A. Stuart Local History Collection Workshop & Conference Attendance Award

The Mid-Atlantic Regional Archives Conference (MARAC) offers awards for one full or half-day workshop, and conference registration, including the Friday Luncheon and Saturday Breakfast. Please note this award does not cover any travel expenses, but only the registration costs outlined above.

Named in memory of Karen A. Stuart, a Library of Congress archivist who had been head librarian at the Maryland Historical Society, this award is expressly aimed at those associated with Local History Collections. Active with MARAC on the Publications Committee and also as Maryland Caucus Chair, Karen maintained a life-long interest in local history and genealogy, respecting and encouraging the scholarly practice of each. In her career, she assisted thousands of researchers investigating Maryland local history, and through her guidance she also impacted the careers of local history practitioners throughout the state. Karen loved local history so it is fitting that this award bears her name as MARAC supports the professional growth of others dedicated to the field.

QUALIFICATIONS: Individuals must currently be associated with a local history collection that is open to the public on a regular basis in the MARAC region. Volunteers as well as paid staff are eligible. Priority is given to local history collections located in the meeting’s host city for the purpose of networking opportunities, but will not exclude other applicants.