I think it’s a great idea to tighten control of one’s archives. When I was an
archivist at the Western Reserve Historical Society in Cleveland, we were aware
that almost every historical records repository has experienced theft, sadly.
On our registration forms, we included people’s driver’s license numbers (and
we held their licenses while they were looking at things at the library). We
also wrote down everything that they looked at (collection name and number, box
numbers, files). That means that you need good control of your collection
before you can open it up to researchers. They also had to read and agree to
our list of rules and regulations for library material usage (using only
pencils, checking all bags, folders, etc.)
This is a great list of preventative actions to take to make your collection
safer…it comes from the New York State Archives in Albany.
http://www.archives.nysed.gov/records/security Knowing more about who ;
actually steals is really valuable….turns out, many thefts are committed by
staff and volunteers, who start to see the collection as theirs. ☹
Who
Steals?<http://www.archives.nysed.gov/records/security/prevention/who-steals>
Learn about warning signs and some common characteristics of historical records
thieves and read about some cases of historical records theft.
Document Your
Collections<http://www.archives.nysed.gov/records/security/prevention/document-your-collections>
Use tools such as a collecting policy, catalogs, finding aids, and inventories
to document what you have in your collections. This will help to discourage
theft, determine when a theft has occurred, and confirm your ownership of
stolen materials.
Security
Systems<http://www.archives.nysed.gov/records/security/prevention/security-systems>
People, procedures and technology are needed to provide basic security for the
facility and its collections. This may include security guards, control of
keys, opening and closing procedures, and electronic access, surveillance, and
alarm systems.
Control
Access<http://www.archives.nysed.gov/records/security/prevention/control-access>
Store archival collections in a secure location and restrict access rights to
those staff whose job requires access to secure storage.
Manage Use of Archival
Records<http://www.archives.nysed.gov/records/security/prevention/manage-use-of-records>
Keep track of who uses or has access to which records and when, enforce clear
rules of use, and monitor the research room to help prevent theft and provide
documentation should a theft occur.
Employ Sound Human Resources
Practices<http://www.archives.nysed.gov/records/security/prevention/human-resources>
Remember that half of all historical records thefts are committed by employees
or volunteers. Safe policies and practices for hiring, recruiting, and managing
staff and volunteers reduce the likelihood of theft.
Educate and
Train<http://www.archives.nysed.gov/records/security/prevention/educate-and-train>
Create a supportive learning environment that includes security orientation and
training for new staff and volunteers. Once they understand the threat of
theft, most people will willingly comply with commonsense policies and
procedures designed to deter it.
Keep in mind, different things work for different repositories. Big places
need layers of security. Small historical societies can get by with a good
form and sitting with/supervising someone going through a collection (it looks
like you are just very being very helpful!)
Hope this helps and there are a million other resources out there, too.
Becky Johnson
NKU
From: mhsgreatercinci-bounce@xxxxxxxxxxxxx
[mailto:mhsgreatercinci-bounce@xxxxxxxxxxxxx] On Behalf Of Maridith Yahl
Sent: Wednesday, June 14, 2017 10:22 AM
To: mhsgreatercinci@xxxxxxxxxxxxx
Subject: [mhsgreatercinci] Re: use of archive collections
Hi Joanne,
BCM does not currently have an such forms, but that is a great idea.
If anyone is sharing do you mind forwarding them my way as well?
Thanks everyone! Maridith
On Wed, Jun 14, 2017 at 10:19 AM, Goode, Joanne
<goodejm@xxxxxxxxxxx<mailto:goodejm@xxxxxxxxxxx>> wrote:
hi everybody,
my organization would like to tighten up how we let people access our archive
collection when they come to our facility to do research - we have been pretty
casual about it frankly
i'm looking for examples of research registration forms/terms of use and have
found some good ones online but would like to know what local museums/archives
are using
if you have any of these types of forms or any other advice on how you handle
visitors using the physical collections - i would be very interested in seeing
them
regards,
joanne goode
glendale heritage preservation
--
Maridith Yahl
Curator of Collections
Behringer-Crawford Museum
