|
State & Local
Records News |
| Vol. 6, No. 4 | Published by the ADAH Government Records Division | February 2002 |
| |||
|
The Northeast Document Conservation Center (NEDCC) in Andover, Massachusetts, is offering a free on-line course entitled Preservation 101. The eight-lesson course consists of reading material, accompanied by photographs and illustrations, with links to definitions of terms. Each lesson contains a list of subject headings at the beginning, one or two self-test questions, an assignment, and detailed sources of information (both printed and online, with links to the latter). The lessons are as follows:
|
At the beginning of each lesson, there is a course contents list, such as this partial list from Lesson 7: History and Identification of Photographic Images, Life-Expectancy of Photographic Materials, Enclosures and Storage Systems, and Reformatting, etc. The course material is easy to read and very informative, offering a good primer for persons with little or no exposure to preservation of permanent records and similar items. This free course may be accessed at www.nedcc.org or http://palimpsest.stanford.edu. Records Commissions Approve RDAs, Review Publications On January 24, 2002, the State and Local Government Records Commissions approved the following records disposition authorities (RDAs): State Records Commission
|
| 2 State and Local Records News | February 2002 |
Local Government Records Commission
Commission members also reviewed the following new ADAH publications: “Getting Started with Microfilm” (a microfilming “basics” leaflet), “Model Job Descriptions for State Agency /Local Government Archivists and Records Managers,” and “Managing Local Records in Alabama,” an informational brochure. The commissions will next meet on Friday, April 26, 2002, in the Milo B. Howard Auditorium at ADAH. Meeting times will be10:00 a.m. (state) and 1:30 p.m. (local).
Ground Broken, Construction On December 14, 2001, a crowd of approximately 300 people gathered on the front steps of the Archives building to participate in groundbreaking for the new west wing. Besides ADAH board members, staff, Friends of the Archives, volunteers, and patrons, among those attending were 4th and 8th grade students from Selma and Montgomery, who toured the department’s museum after the event. The program featured speeches by Governor Don Siegelman, Archives Board of Trustees Chairman Archbishop Oscar Lipscomb, ADAH director Ed Bridges, Tourism and Travel assistant director Frances Smiley, and Friends of the Archives president Val McGee. These dignitaries participated in the groundbreaking ceremony held near the Bainbridge Street entrance to the Archives, where the new wing will be built. Afterward, cake and other refreshments marked the celebration of Alabama’s 182nd year of statehood. The total west wing and renovation project is estimated to cost $30 million, of which $15 million has already been raised. The remaining sum, when raised, will fund renovations to the original ADAH building and the creation of a long-awaited “Museum of Alabama History.” |
After approximately seven years of work to get the project authorized, funded, designed, and approved, construction of the west wing officially began on January 22, 2002. 
Governor Siegelman and other dignitaries break ground for the ADAH west wing ADAH, Monroe County Obtain Funds for Developing Museums M ontgomery County Circuit Judge Charles Price included ADAH in a list of educational, service, and cultural organizations that received disputed tax funds accruing to the state after the settlement of a long-contested, multimillion dollar lawsuit. The department obtained $350,000 which will be used to develop its “Museum of Alabama History.” The Monroe County Heritage Museums recently received a $500,000 federal grant to complete restoration of the former county courthouse (now called the Old Courthouse Museum). Designed by noted architect Andrew Bryan, this courthouse was the scene of a trial that inspired Harper Lee’s To Kill a Mockingbird. A play based on the novel is annually performed there. The grant will fund the installation of an elevator, a handicapped entrance, and a modern climate-control system, allowing the museum to turn its basement vault into an archives room.
|
| 3 State and Local Records News | February 2002 |
|
Ask the Archivist Question: What type of shelving is best for storing archival materials? Shelving constructed of heavy-duty metal with a baked-enamel or powder-coated finish is best for storing permanent records and archival materials. It should be sturdy enough to provide proper support and eliminate the danger of the units collapsing. Determine a maximum weight limit per shelf (i.e., 300 lbs.); and request rolled box edges for the front and back of shelves, so that boxes and volumes do not catch on straight edges. Ask to have the corners lapped and welded for rigidity. Use braces for additional support and to connect the units to each other. Although standard shelves for archival materials are 42 inches wide and 30 inches deep, they can be cut to different sizes. Light-colored shelving (beige tones, rather than gray) enhances the lighting in a room. Shelving should run parallel to the direction of air flow and perpendicular to ceiling light fixtures. It should be placed at least 12 inches away from exterior or basement walls to prevent damage from condensation or leaks and to allow for good ventilation. To prevent damage from flooding, bottom shelves should be 4 to 6 inches off the floor. Aisles should be wide enough to allow easy retrieval of materials and–under the Americans With Disabilities Act–must be a minimum of 36 inches wide. Factors to consider in determining the best height for shelving units include: ceiling height; clearance for light fixtures; and ductwork for heating, ventilation, and air-conditioning systems. Records or archival materials should never be shelved directly under overhead water pipes. If water pipes run through a storage area, design the shelving layout so that pipes run down the aisles, not above the shelving units. Never store records or materials on top of shelving, where they are susceptible to light or water damage and–in the event |
of fire–allow flames to spread quickly and run the entire length of the shelving.
Before using newly installed shelving, allow it to off-gas for several weeks, lest gases in the finish contribute to the deterioration of archival records or materials. Once the odor has dissipated, the shelving will be safe to use. The ADAH Government Records Division can provide specifications for archival shelving and lists of shelving vendors. If you have any questions about this subject or other records conservation issues, contact our conservation officer, Linda Overman, at (334)242-4452, ext. 229, or at loverman@archives.state.al.us. Send Us Your State Pubs! To better manage and facilitate public access to Alabama state publications, Government Records Division staff members have streamlined state publication transmittal procedures by centralizing the point of accession. From now on, all state publications may be sent directly to the Government Records Division for accession, without submitting any paperwork. A database has been established to track the receipt and contents of state publications. All state agencies are encouraged to include ADAH on their mailing lists. The division’s mailing address is: P.O. Box 300100, Montgomery, AL 36130-0100. (Agencies in Montgomery may send their publications via handmail.) Send Us Your E-Mail (And We’ll Send SLRN to You)! Government Records Division staff would like to compile a comprehensive list of e-mail addresses for state and local government officials. If you use e-mail frequently and would like to receive this and other ADAH publications electronically, contact the division at records@archives.state.al.us |
