Connecting with your own Past: Preserving the History of Special Libraries

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Connecting with your own Past Preserving the
History of Special Libraries

• Presentation to SARC 3, Williamsburg, VA, Sept.
  30, 2005
• Robert V. Williams

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Special Libraries History A Brief Introduction

• SLA turns 100 in 1909
• However, the history of special libraries in the
  US is much older, going back to the 18th century
• Special libraries existed in hospitals, mechanics
  institutes, historical societies, factories,
  scientific associations, and many other
  specialized organizations

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Special Libraries History A Brief Introduction
(2)

• In the 19th century even more of these first
  types of organizations were established and
  thrived, and were supplemented by the
  establishment of libraries in federal and state
  government agencies, universities, and, of
  course, private companies.

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Special Libraries History A Brief Introduction
(3)

• The creation of libraries in private companies is
  mostly a late 19th and early 20th century
  development but the movement spread very rapidly
  once it began. Obviously, the creation of SLA in
  1909 owes much to this changing scene,
  particularly in corporate libraries. One author
  has estimated that by 1940 there were 1,010
  company libraries in the US.

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History of special libraries alive but not well

• Only 1 historical monograph on corporate
  libraries published (1965)
• Few historical articles on any type of special
  library have been published.
• When they have been published, they mostly dealt
  with academic special libraries.
• Very few published since 1985

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Why is the history of special libraries
neglected?

• Not many people engaged in writing the history of
  any kind of library
• Compared to the number of published histories of
  public and academic libraries, special libraries
  are sadly neglected.
• SLA has done very little to encourage the writing
  of history (tho a centennial history is being
  prepared)

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Special Library HistoryExciting Possibilities
for Study

• --- the conditions that foster the establishment
  of a library and how that varies from one type of
  special library to another (companies,
  associations, societies, universities, etc.)
• --- why some organizations (particularly
  for-profit ones) are able to maintain libraries
  for long periods of time while others come and
  go?
• --- why did reference services have their origin
  in special libraries?

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Special Library HistoryExciting Possibilities
for Study (2)

• --- is the fate of the special library directly
  tied to the profitability of the company?
• --- are RD situations (in for-profit and
  non-profit) the most likely safe places for the
  survival of special libraries?
• --- is marketing of library services always
  critical to survival in any kind of special
  library?
• --- how closely does the development of special
  libraries parallel the development of academic
  and public libraries?

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Preserving the History of Special Libraries
Essential Aspects

• Encourage special librarians to write the history
  of their library
• Each special librarian must take responsibility
  for preserving the records of their library
• The latter point will the focus of the remainder
  of the presentation, using 3 approaches as
  possibilities

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Preserving the Records Scenario 1

• Organization has a records manager or archivist
• Special librarian works with records
  manager/archivist to identify valuable records
• Warning the records manager may not be
  sympathetic to the value of the librarys records

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Preserving the Records Scenario 1

• What does the records manager do?
• Schedules the retention period for all records
  created by the organization
• Retention periods range from a few months to
  permanent retention
• Records managers tend to be disposal oriented
  because of costs of keeping records and legal
  issues (particularly in the corporate world)

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Preserving the Records Scenario 1

• What does the archivist do?
• Appraises all records created and works with
  records manager to set retention schedules
• Preserves records with long-term and permanent
  retention (usually called archives)
• Prepares appropriate finding aids to archives
• Assists researchers (and staff) in use of the
  archival records

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Preserving the Records Scenario 1

• Role of the special librarian in Scenario 1
• Works with records manager in establishing
  retention schedules for library records
• Explains how various records support the
  administrative and service work of the library
• Understands and promotes the value of library
  records to the history of the library

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Preserving the Records Scenario 1

• Library records of potential value for writing a
  history of the library
• Annual/quarterly/etc reports to upper level
  management
• Materials related to major reorganizations and
  changes in library management and support
• Correspondence/e-mail of the library staff
• Policies and procedures manuals (especially
  collection development)
• Major project reports, particularly research
  oriented projects
• Statistical reports (if not in annual report)
• Marketing/publicity materials
• Evidence of awards, major events, staff
  recognition, etc.

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Preserving the Records Scenario 2

• No records manager or archivist!
• This is a much more likely to happen than
  scenario 1
• Thus, if the records are to be preserved, you are
  going to have to do itand probably also store
  them.
• It may lead to your becoming the organizations
  archivist and records manager!

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Preserving the Records Scenario 2

• If this happens, consider it an opportunity to
  preserve the records of the entire
  organizationand the library.
• Do not despair lots of librarians end up doing
  thisand many do an excellent job.
• However, you are going to need some helpand some
  additional education!
• Here are some steps to beginning

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Preserving the Records Scenario 2

• Try to hire (or obtain a consultant) some new
  help, preferably a trained archivist
• If no new help is available, get yourself a basic
  book on how to start an archives good choices
  are
• Elizabeth Yakel, Starting an Archives. Chicago
  Society of American Archivists, 1994.
• Gregory S. Hunter, Developing and Maintaining
  Practical Archives A How-to-do-it Manual. NY
  Neal-Schuman, 2003.
• David W. Carmicheal, Organizing Archival Records
  A Practical Method of Arrangement and Description
  for Small Archives. 2nd ed. AltaMira Press, 2004.
  

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Preserving the Records Scenario 2

• 3 Find and attend some workshops held by
• SLA (at annual conference or by a chapter)
• the Society of American Archivists (SAA) at their
  national conference
• or by state archival associations, or some other
  professional group related to archives and
  records management

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Preserving the Records Scenario 2

• 4. See if you can locate individuals or
  organizations specific to your type of industry,
  business, association, society, etc. that have
  experience in handling archival records. For
  example, the AAAS has developed and made
  available on the Web their Scientific
  Association Records Programs A Beginners Guide
  at
• http//archives.aaas.org/guide/

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Preserving the Records Scenario 2

• 4. (continued)
• Another example, for university records
  Records and Archives Management Manual at
  http//adelaide.edu/au/records/manual
• And, for very specific location of archivists and
  archival programs in corporations search the
  online Directory of Corporate Archives in the
  US and Canada located at http//www.hunterinforma
  tion.com/corporat.htm

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Preserving the Records Scenario 2

• 5. Talk to long-term employees of the
  organization, former presidents/officers, etc.
  about where records of the organization may be
  stored.
• 6. Locate the records and begin to make an
  inventory (see sample forms in basic texts noted)
  and appraisal of them.

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Preserving the Records Scenario 2

• 7. Learn more than you know about the history of
  the organization by reading widely, talking to
  folks, etc. perhaps even do some oral history
  interviews.
• 8. Keep trying to hire/find some help!

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Preserving the Records Scenario 3

• In this scenario, we combine aspects of scenarios
  1 and 2 you have a records manager but no
  archivist. This means that you may become the
  defacto archivist for your organization if the
  librarys records are to be preserved.
• Again, let it be an opportunity!

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Preserving the Records Scenario 3

• What to do?
• Use the steps above as a beginning point.
• Warning do not treat archival materials as if
  they were library materials.
• Observe the two basic principles relating to
  archival materials provenance and original order

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Preserving the Records Scenario 3

• What is provenance?
• Understanding the origin of the records. Do not
  mix (or intermingle) records from one part of the
  organization with those of another part of the
  organization. Understand where the records were
  created within the organization and keep them
  separate by those groupings

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Preserving the Records Scenario 3

• What is original order?
• This means that you maintain the order (unless it
  has been destroyed in some way in storage or
  transfer) of the records as they were created.
• This helps to understand the ways in which those
  organizational units functioned and makes finding
  specific files much easier. It will also speed
  the description of the records for users and
  researchers.

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Preserving the Records Scenario 3

• What happens if your organization does not want
  to keep their archival records?
• Read some articles on the value of archival
  records to the organization
• Talk to management about donating them to a
  university special collections (with some money
  to help process them)
• Develop a partnership with the repository for
  doing historical work on the organization

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Concluding Points

• If the writing of the history of special
  libraries, and the preservation of the history of
  your special library, are going to be improved
  then it will likely fall on the shoulders of the
  special librarian.
• Preserving the records is critical to the writing
  of good history.
• Therefore

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Write some history

• Write a short history of your library for your
  Web page
• Locate early photographs of the library, staff
  members, equipment used, etc. and put them on
  your Web page.
• Write a short historical article on your library
  for your SLA chapter newsletter.
• Write up the most exciting/interesting incident
  (such as how the library saved the organization
  lots of money or time with services) in the
  history of the library
• Write a longer article that explores how the
  library over time has contributed to the fortunes
  of the organization, and send it to your boss!

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Thanks

• See you in the history books.
• Or, Web pages
• Or journal articles
• Or, chapter newsletters
• And, have fun!