Present: Terry Eastwood (Chair), Bill Bruneau, Imbi Harding, Byron Hender, Chris Hives, Bob Kubicek, Ruth Patrick, Bill Webber, Erwin Wodarczak
Absent: Mike Hartwick, Bob Heavenor, Agnes Papke, Dennis Pavlich, Nina Robinson, Sharon Rowse
Ruth reviewed briefly the history of the University Archives and Records Management Advisory Committee and remarked how successful it had been in realizing most of the objectives set for developing the University Archives program. In particular, she cited a significant growth in the responsibilities assigned to the University Archives and also the increase in staff provided by the University to help fulfil the goals of the archives and records management programs.
Ruth indicated that she strongly supported the recommendation to establish the University Archives as a separate unit in the Library and have the University Archivist report directly to the University Librarian. In fact, the latter relationship had been in effect in an informal way for some time with the University Archivist working with the head of Special Collections on operational (staffing) matters and working with the University Librarian on matters relating to the University Archives. While she supported the Committee's recommendation pertaining to the reporting structure, Ruth indicated that she had encountered some significant concerns in the organization about operational matters. Ruth met with Chris and they decided that given the circumstances it would perhaps not be advisable to push forward with this initiative at this point. Instead it would be preferable to maintain the current status quo administratively and operationally and defer the decision until the appointment of the new University Librarian next summer. This would provide a better opportunity for all those involved to develop a clearer understanding of the ramifications of separating the University Archives from Special Collections.
A discussion arising from Ruth's report ensued in which all Committee members participated. While recognizing the operational concerns in the Library, the committee members were very disappointed that the reorganization had not moved forward and expressed very strong support for the original recommendation.
The committee members made clear that they felt that although it would not be possible to proceed with the separation at this point, the University Archives administrative role in managing institutional information makes it very different from the primary research functions of Special Collections and this should continue to be recognized. It was also suggested that in order to better understand the implications of such a separation that Brenda and Heather should be invited to a future meeting of the Committee. Committee members made clear that they felt it important to continue to build upon the momentum which had resulted in such significant growth in the scope of the activities of the University Archives and they looked forward to pursuing the issue with the new University Librarian.
During the discussion Ruth was asked to clarify her reference to maintaining the status quo vis-a-vis the University Archives. She suggested that until the appointment of the new University Librarian that the University Archivist would continue to cooperate with the head of Special Collections on operational matters, while working with the University Librarian on University Archives issues. This arrangement had worked very well in the past. The current level of staffing assistance offered to Special Collections by the University Archives will continue. In this sense the operational issues would continue to be addressed while at the same time protecting the principle that these positions had been created specifically for the University Archives.
In order to clarify the Committee's position, Terry suggested that a resolution or set of resolutions be prepared. He proposed that he and Chris would take away the sentiments expressed at the meeting and together with Ruth craft the resolutions. These would then be circulated by e-mail for review by other members of the Committee.
[Following the meeting this was done and and the resolutions appear below:]
While the University Archives and Records Management Advisory Committee recognizes the need to defer the decision about the reporting structure of the University Archives until the appointment of the next University Librarian, we remain strongly committed to pursuing our original recommendation. We believe that in light of the significant, campus-wide administrative responsibilities assigned to the University Archives, that it is critical that the Archives operate as an autonomous program within the Library. To help ensure this autonomy we further resolve:
That the University Archivist continue to report directly to the University Librarian for matters pertaining to the University Archives' mandate, and,
That the status quo vis-a-vis operations and University Archives staff participation in providing services in Special Collections and Special Collections staff in providing services in Archives be maintained until the matter has been addressed by the new University Librarian, and,
That the new University Librarian be encouraged to consider the issue of the administrative placement of the University Archives within the Library as a priority matter.
None not covered on the agenda.
Chris reported that he was currently on secondment to the Vice President Student and Academic Services office working there 80% this term and 20% next term. With staff savings to the Library during his absence, the Archives has been able to hire an archivist, Marnie Burnham, who has worked in the Archives on various capacities in the past. She has continued with the photograph imaging project and will process archival material and also assist Erwin with records management projects.
In the past few months the web site has been expanded to include a section called "Historical Facts" which includes a brief history of UBC, a "virtual display" showing the physical evolution of the campus, lists of honorary degree recipients and Great Trekker Award recipients, UBC presidents and the information about the University's coat of arms. This now has a link from the main UBC web site.
Erwin recently began a records management project in the President's Office. Chris and Erwin gave a presentation on archives and records management services to administrative assistants in the Faculty of Applied Sciences.
The University Archives has acquired a number of new fonds, including the papers of the late Peter Larkin which are currently being processed.
UBC Historical Photograph Imaging Project -- Phase II
A grant of $7,525 from the Canadian Council of Archives allowed us to continue with the historical imaging project. At the beginning of the summer there were approximately 9,000 images available on-line. The project carried out this summer has added approximately 6,500 photographs to about 15,500. Work on this project will continue with a Work Studies student this term and next.
Dept. of University Extension Photograph Appraisal Project
Young Canada Works in Heritage Institutions through the Canadian Council of Archives provided funding for the summer to hire an archival studies student to appraise a collection of 20,000 photographs from the Department of University Extension. The project involved inspecting the photographs and initially discarding duplicates. Then, selection was made on the remaining photographs to develop a representative sampling of the events being documented. For example, in many cases, especially in the construction of buildings dozens of photographs were taken at various stages. Thus a selective sample of photographs from different phases of construction were retained. Following this, photos were matched with negatives, and a unique numerical identifier was attached to each photograph and its corresponding negative. After each photograph and negative was rehoused in its own envelope, they were scanned into the University's photographic database. Descriptive records for each image were also entered on-line to facilitate retrieval. Approximately 1500 descriptive records provide access to the 4,500 images retained at the conclusion of the project.
Alumni Chronicle Index Project (1985-1995)
This project, funded primarily by Young Canada Works allowed us to develop a partnership with the UBC Alumni Association which put up the supporting funding. Unlike previous Chronicle indexing projects, this index has been constructed in electronic format rather than print; it is to be made available to users online, through the University Library catalogue, UBCLIB. The will also be Internet access via the UBC Library home page once the index in complete. The Chronicle online index continues coverage from the previous print indexes and it is hoped that a retrospective conversion project might be embarked upon at a later date, to convert these print indexes to electronic format. Each article, book review, obituary and career announcement in the Chronicle was indexed and is searchable by main entry, title and assigned subject heading. The Alumni Chronicle index is only one component of what we hope will become a more comprehensive university publication index which will also ultimately include an index to the Ubyssey and UBC Reports.
Sometime in March 1997. Chris will check with committee members.
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