Spreading Awareness About Archives

October is American Archives Month! Since 2006, this month is dedicated to promoting the work of archivists, individuals who collect and preserve items of enduring value, and the institutions in which they work. Archivists play a vital role in making these materials accessible to the public. Without archivists and Archives to preserve the unique records of institutions and individuals, the past would be forgotten. The Seminary Archives in the A.R. Wentz Library collects materials of importance relating to the history and day-to-day operations of the Seminary. Many people have heard of Archives, but are not quite sure what they are. Since we are celebrating American Archives this month, there will be a series of blog posts guided toward spreading awareness about the Seminary Archives, what we house, and how can we benefit you as a patron. This first post will be a general introductory post answering basic questions about what an archive is and what archivists do.

What is an Archive?

The term archive can be used three different ways.

• The word archives refers to permanently valuable records such as letters, reports,  minute books, manuscripts, and photographs of people, businesses, and government.
• An Archives is an organization dedicated to preserving the documentary heritage of a particular group: a city, a province or state, a business, a university, or a community.
• The word archives can also refer to the building or part of a building where archival materials are kept, such as the archival repository itself.

What is an Archivist?

Archivists are the professionals who assess, collect, organize, preserve, and provide access to records of historical value. One of the main goals of an Archivist is to assist patrons with any research questions they have.

What do Archivists Do?
Archivists perform many different tasks. In a smaller archives, a few individuals may do everything while, in a larger archives, archivists may specialize in specific areas. Typically, archivists work with donors and other institutions to acquire new collections; organizes and rehouses collections (also known as processing); describes collections and writes finding aids; and assists researchers in using the collections. Currently underway here at the Seminary Archives is an ongoing digitization project in order to make our collections more accessible to the public. Our digital collections can be found here.

What's the difference between a Library and an Archives?

Both libraries and archives collect, preserve, and make accessible materials for research, but libraries hold current materials that are not first hand accounts, i.e. books and periodicals. Archives hold materials that are unique and of historical value, i.e. handwritten letters, manuscripts, photographs or artifacts. An easy way to differentiate the two is that Archives mainly contain primary source materials (first-hand accounts) while libraries contain secondary source materials (second-hand accounts).

How Can an Archives Benefit Me?

Archives provide information for students and individuals that are doing research and need primary source materials such as a letter or photograph. They can also assist outside patrons who are looking for information on a certain individual such as an ancestor, or specific organization or group. They are a great way to experience history hands-on.

What is a Finding Aid?

Finding aids describe the collections of documents and other materials that can be found in an archives. They are used by researchers to determine whether information within a collection is relevant to their research. We are continuously updating our web site to provide finding aids online for patrons.

To view our finding aids click here.

How Do I Prepare Myself for a Visit to an Archives?

When planning a trip always contact that archivist ahead of time via email or by telephone. Archivists are usually busy during the day with other projects and tasks, or may already be helping another patron. Giving the Archivist a head's up about your inquiry will allow them ample time to better serve you and answer your questions.

What should I bring with me to an Archives?

Each institution has their own policies and guidelines about what is allowed and prohibited inside their Archives. A consensus in all institutions is that pencils must always be used in the research room--absolutely no pens! Ink can permanently damage documents and artifacts.

You can read more about our Policies and Guidelines here, which covers what to bring and what not to bring during your visit.

Sources Consulted

http://www2.archivists.org/about-archives

http://siarchives.si.edu/blog/some-archival-career-advice

For more information about the Seminary Archives please refer to this link or contact Assistant Archivist Sheila Joy, by email at sjoy@ltsg.edu or by phone at 717- 339-1317.