05/23/2006 SWAG Minutes

SWAG (Southeastern Wisconsin Archivists Group) Meeting

May 23, 2006

Raynor Memorial Library, Marquette University

 

Present: Matt Blessing, Ellen Engseth, Bill Fliss (chair), Dave Herrewig, Krystyna Matusiak, Ann McIntyre, Erin Passehl, Judy Simonsen, Michelle Sweetser (recording), Judy Turner, Nick Weber (chair), Stephanie Williams, Ken Wirth

Announcements: Bill opened the meeting by announcing an offer by Fr. Wayne Jenkins to host the fall meeting at the new archives of the Priests of the Sacred Heart.

Continuing Education Presentation

Description of Digital Objects
Our guest, Krystyna Matusiak from UW-Milwaukee, gave a presentation on the Description of Digital Objects and described her work on a number of digital projects at UWM. A brief question and answer period followed. Description of Digital Objects was selected by the Continuing Education Committee from the results of the topic survey circulated to SWAG members.

Business

OCLC/Worldcat records for LCOMM
Ellen indicated that she has encountered confusion from some patrons who have located records for archival collection in WorldCat listing LCOMM as the holding repository. This poses problems for patrons as LCOMM is not a physical repository, and patrons (and reference archivists) have to search other sources of information to determine the actual holding institution. She inquired as to whether others had experienced this problem and as to whether SWAG was an appropriate body to recommend or implement a solution.

Judy indicated that many of the records with this designation were created as a part of a documentation strategy grant and were submitted through WiLS. The MCHS had submitted the vast majority of records through this program. Other participants included the Milwaukee Art Museum , the School Sisters of St. Francis, and a few other small organizations.

Nick will contact Steve Daly at the MCHS to discuss the problem with him.

Digital Repository Updates
Nick reported that Josh Ranger is currently working on a research project that will digitize an entire collection and make it available online without metadata. He will be testing to see whether users are able to discover the records using widely-available search engines.

Nick also reported that Wisconsin Heritage Online (WHO) will be live soon (possibly as early as September).

Discussion of Future Programs
Bill distributed a summary of responses to the continuing education survey that was distributed earlier this spring. SWAG leadership thought that the top response – managing electronic records – was too much to tackle for the May meeting, but the group expressed interest in a fall program on the topic.

Bill asked for suggestions of individuals who might speak about these issues. Nick suggested a person from UW, who has already done some work to develop retention schedules for electronic records, and he will be in touch with her about her availability.

Judy suggested that we might want to ask Dennis Larson for contacts from the ARMA community who might be willing to speak about electronic records. Ellen suggested we contact the new instructor who is teaching the electronic records course in the SOIS at UWM.

Judy suggested that we might also consider a joint meeting with Chicago-area archivists.

Summer BBQ/Social Activity
Bill solicited input as to whether SWAG should have another luncheon or social event over the course of the summer. After some discussion, the consensus was to limit our social activities outside meetings to the “non-holiday” holiday party.

Meeting Time
SWAG leadership was contacted by a lone arranger who would like to attend our meetings, but is unable to get away during the business day. He was that we consider a change in meeting time to accommodate his schedule and that of others who might be in similar situations. After considerable discussion, the group decided to retain the current meeting time, as alternates posed just as many scheduling conflicts. Nick will discuss this decision with the inquirer.

UWSAC/WHS Update
Nick reported the following about the Wisconsin Historical Society:

• WHS has acquired Circus World, which includes the archives and museum.
• A new storage facility is being built and is schedule for completion in 2007.
• WHS survived the most recent round of budget cuts without having to close any divisions.
• WHS is currently reviewing and redefining its collection development policies.

WHRAB Update
Matt reported that the state Historical Records Advisory Board is currently updating its records management manual and that it has put in place a new strategic plan covering the period to 2011. Individual repositories interested in obtaining funding from the NHPRC will want to take a look at the priorities, as grant applications will be ranked for funding against the strategic plan. The strategic plan is available at: http://www.wisconsinhistory.org/libraryarchives/whrab/strategicplan.asp.