|
DOCUMENTING LABOR & INDUSTRIAL HISTORY
IN NEW YORK STATE
Documentation Basics
The following information is excerpted, with permission, from Documentation Basics: A Guide to Planning and Managing Documentation Projects (John W. Suter, 2003) a publication of the New York State Archives, a program of the State Education Department, and the New York State Historical Records Advisory Board. You can access the complete publication at www.archives.nysed.gov.
WHAT IS DOCUMENTATION?
Documentation is the process of identifying, collecting, and making publicly available existing records, such as correspondence, computer files, photographs, etc., that are of enduring historical value.
The purpose of documentation is to identify and ensure the systematic preservation of papers and other records that provide information about people, groups, events or changing political, economic or social conditions. A documentation project seeks to contribute to the building of a comprehensive and equitable historical record, making unique, original source materials available to researchers and citizens. These materials enable us to better understand the present and plan more intelligently for the future.
SUMMARY OF THE DOCUMENTATION PROCESS
| Select the topic, plan and publicize the project |
Select, define, and research the documentation topic |
|
Develop a project plan |
|
Publicize the documentation effort |
|
|
| Identify stakeholders and participants |
Work with stakeholders: Create an advisory committee |
|
Identify and assign project personnel |
|
Develop the contact list of people and organizations likely to hold historical records |
|
|
| Survey the Records |
Develop a survey work plan |
|
Develop and test the survey instrument |
|
Conduct the survey |
|
Assess the results: What records were discovered? Which are historically valuable |
|
Publicize the information about the records: Write archival descriptions and make them available |
|
|
| Find the right homes for historically valuable records |
Steps for an historical records repository or an institution with its own archives |
|
Steps for an organization without its own archives |
|
|
| Determine which records to save, and make them available |
Appraisal: Decide what to save |
|
Negotiate the donation and transfer of records |
|
Arrange and describe the records so users can have access to them |
|
Publicize the records so potential users know they are available |
KEYS TO A SUCCESSFUL DOCUMENTATION PROJECT
- Divide the documentation process into phases of manageable size and duration
- Develop a good understanding of stakeholder communities involved with the project
- Allocate adequate staff and resources
- Manage the project effectively
- Generate measurable outcomes of high quality
- Commit to ongoing care of and attention to the topic and records acquired
- Document the project itself
OUTCOMES OF DOCUMENTATION
- Products such as contact lists or databases; completed survey forms, standardized record descriptions; guides or other finding aids; publicity materials; etc.
- Increased awareness about the group or topic
- Increased awareness of the repository and its work
- Increased visibility and stature of the archives within its institution
- Increased awareness about records
- Better records management
|
|
|
