Presented by Margot Note on December 10, 2008

Strengthening the WMF Archives

Overview• Chronological narrative of past two years• Slow, steady advances• Kress Grant allowed faster progress and

broader approach• Project profiles, digitization, internship• Improvements to all aspects of archives

My Background• Joined WMF in December 2006• Database Administrator/Archivist• Lisa, IT Director, Development Staff• “Real” archivist in Spring 2008• MA, MLIS, Post-Master Study• Drexel: technology and access

Archives Objectives • Identify and collect records of enduring value• Process by recognized standards• Organize collections for physical accessibility• Improve intellectual accessibility• Ensure secure storage and preservation• Leverage digital technologies • Digitize and create materials for new website

ChallengeArchives are not a central, physical location,

but digital, on-site, and off-site elements:

On-site Archives SlidesResource Room PrintsLibrary Digital ImagesImage CDs Digital DocumentsPDF/As Off-site FilesVideos Off-site PublicationsDVDs

Philosophy• More Product, Less Process*• Processing practices, developed for 19th

century collections, cannot keep up with the growth of modern collections, resulting in backlogs.

• New practices improve accessibility.

*Based on “More Product, Less Process: Pragmatically Revamping Traditional Processing Approaches to Deal with Late 20th-Century Collections,” by Mark A. Greene and Dennis Meissner (American Archivist, 2005).

Philosophy (cont’d)

• User-Centered Design* • Focus on the needs, wants, and limitations

of users • Simplifying structures• Intuitive systems

*Based on The Design of Everyday Things (originally titled The Psychology of Everyday Things) by Donald A. Norman (Basic Books, 1988), as well as his other publications.

Digital Image Collection• 57,000+ digital images• Arranged by country, site, and project• Overhauled in Summer 2007• Uncorrupted 1/3 of the collection• Consistent file labeling• Images added daily • Metadata (country, site, caption, year,

photographer, provenance, and origin)

Image CD Collection• 1,700+ CDs organized by country• Created cataloging system for instant

access• Cataloging completed in Summer 2007• Maintained through Collections database• Lookup tool created for staff use

IFM Materials• Digitized in Winter and Spring 2008• Brochures• IFM Materials

Church of Santa Maria del Giglio Church of the Pietà Lalibela Phase I

Walls of Verona      

On-site ResourcesLibrary• Arranged by theme, region, country, site• Weeded and reorganized in Spring 2008 Resource Room• Mac, light table, slide collections,

publications • Reorganized in Spring 2008

Periodicals• 1969-2007: newsletters, Milestones, and

ICONs • Digitized in Spring and Summer 2008• Searchable PDF/As• Finding aids created• Staff buy-in to the archives

On-Site Archives• Books, newsletters, magazines, Watch,

Hadrian, annual reports, brochures, etc. • Created a box system for instant access• Organized by format/subject in Summer 2008• Finding aids created

Off-Site Storage• 1,900+ boxes of project and department

files and extra copies of publications• Collections database reorganized in

Summer 2008• Lookup tools created for files and

publications

Project Profiles• 15 profiles completed in 6 months• 10-40 pages of text and pictures • WMF projects from 1970s-1990s• Diversity of work: fresco cleaning to site

management plans

Objectives• To tell a richer story about our 40+

years of architectural preservation • To demonstrate continuing themes

and concerns for building types and geographic regions

• To validate the accessibility and importance of the archives

• To serve as an institutional record• To supply content for our website

Sources• Archival Material • Digital Archives

Newsletters, Publications, Brochures• Grant Management Database• Staff Interviews• DVD and Video Collection• Library • Internet

Italy, Palazzo Contarini del Bovolo

Spain, Convento de la Coria

Haiti, Citadelle Henri

Italy, Temple of Hercules

Ireland, Doneraile CourtIreland, Castletown House

Italy, Biblioteca MarcianaItaly, Church of the Pietà

Project Profile Sites

Spain, Ochavo Chapel

Hungary, Eszterháza Castle

Italy, Misericordia Laboratory

France, Hôtel des Invalides Great Britain, St. Mary’s Church

Portugal, Tower of Belém

Czech Republic, Lednice and Valtice Landscape

Profile Format• Introduction• Project Origin• Historical Background and Significance• Physical Description• Site Condition• Project Description and Objectives• WMF Collaboration• Conservation• Recognition and Subsequent Developments• Archival Holdings• Photographic Supplement

Introduction•After Conservation Picture•Site Name•Location•Date of Construction•Dates of WMF Conservation

Project Origin

• Summary of events leading to our involvement

• Prior conservation efforts by local, government, or cultural organizations

Historical Background and Significance

• Contextualizes structure in history• Discusses design origin, architectural

influences, and local patronage • Introduces political or social catalysts• Identifies architectural innovations,

specialized functions, and community significance

Physical Description• Summarizes site layout, architectural

components, and materials • Provides orientation for conservation

issues and areas of concern

Site Condition• Describes threats to structural and

aesthetic integrity

• Identifies conservation issues caused by previous restorations

Project Description and Objectives

• Explains development of the conservation plan to address threats

• Identifies major players in conservation

• Outlines educational objectives (i.e. museum exhibitions) and threat analysis via exploratory methods (i.e. architectural surveys)

WMF Collaboration

• Identifies organizations, government offices, and individuals who collaborated with WMF in fundraising and executing project objectives

Conservation

• 1-3 pages: the heart of the profile• Recounts conservation phases initiated by

WMF and its collaborators, including local firms

• Examines discoveries, challenges, and innovations

• Explains technical conservation procedures utilized to restore architectural surfaces or reinforce structural stability

Recognition and Subsequent Developments

• Records awards and recognition for WMF sponsored conservations at the site

• Traces new conservation concerns, continued WMF commitment, and post-restoration educational programs

Archival Holdings• Summarizes our holdings of digital photos,

slides, and prints• Identifies vital archival material by box

number, file name, and contents

Photographic Supplement

• 5-25 pictures per profile• 50-word caption, year, and photographer • Best slides and prints digitized• Before and after conservation shots

Image Digitization• 700+ prints and slides digitized • Most sites had no digital pictures• Knowledge creation• Metadata: caption, year, photographer, etc.• File name denotes conservation phase

Discoveries• Extensive archival information to be

harnessed• Profiles illustrated the need to create

and improve archival access tools.• Intern assistance expedites projects.• Digital access is key.

Digitized Publications

• Past publications digitized in Fall 2008• High-resolution master copy• Low-resolution downloadable version• ISBNs assigned and/or updated• Vast amount of information available• www.wmf.org/archival_pubs.html

Slide and Print Collections• 105 binders of slides• 9 drawers of prints• Organized by country, site, project• Key images already digitized• Organized in Fall 2008• Created finding aids and lookup tools• Intellectual control of materials for first time

Video and DVD Collections• 400+ videos and DVDs• Organized in boxes by country and site• Cataloged in Fall 2008• Created Finding aids and lookup tools • DVDs of important videos

Virtual Archives• Digitized archives on WMF Intranet • Makes archives visible and centralized• Internal use formulates strategy for

external use • Publications, periodicals, Watch

catalogs, brochures, project profiles• Finding aids and lookup tools

Overall Results• Knowledge creator rather than container• Digitization of important publications• Three-year backlog cataloged in 9

months• Information requests fulfilled same day • Physical/intellectual control of materials