How can we approach working on projects together from different locations?
Suggestions: Via GoogleDocs (now called Google Drive) or Email (one person collates then sends on to next etc.)?
Considering that we are all in different parts of the Globe, I think that GoogleDrive/Calendar etc. would be the best option for us to work jointly on things. If anyone knows of anything else that might work please suggest it! I have set up a Google Account and will be emailing sign-in information and basic tips (information is currently the same as for this blog).
Items for Action:
1) Start a list of 2013/2014 events in each particular province where we might host a meeting of archivists
-Mary Ward Related
See forthcoming GoogleDocs email, note that I have added a feature on the blog that will keep readers updated on upcoming events
I asked about any international meetings in Australia next year but apparently there aren’t any. Pity, that would have been good. But I’ll check 2014.
2) Institute-Wide Policies
Both Ireland and Australia currently have policies – can we look at these and streamline into a formal overall policy?
What we need to do:
-decide which sections of policy need to be included
-have computer files of document so that we can work directly on this
-name someone to do first, second and third editing or determine a time frame where we all work on it
-approval from each advisor
-submit to Generlate
-Send out to Provinces
Common Institute wide policies for province archives are needed, probably something of a priority. I’ll put our policies up on the Goggle docs; I’m not entirely happy with them so it will be good to review and create more comprehensive policies that we will all have in common. A joint review of policies, working to an agreed time-frame sounds good. It would allow equal input and perhaps free up discussion; although given our geographical separation would it perhaps be a bit unwieldy?
I think this is a priority as well. I think a general collection policy could work and perhaps a generic retention/disposal schedule with the option to tailor it to a specific region. I think a collection policy should be specific to the organisation and not just explain what archives and archivists do.
2) Institute-Wide Assessment regarding state of the archives in each province
Suggestions: mail out or computer questionnaire? – or guidelines for assessment and request email response
Robin do you have an assessment/documentation from your time in South Africa you could share?
Sounds good, most of the main areas to cover are outlined below. It would give a good overview of the Province Archives, how they are currently managed, contents and open up discussions (in a respectful and non threatening way) on the future care and custodianship of the archival collections.
Yes, a general survey would be great before we see what is required in practical hands-on assistance. We can really only assist if we have a policy drawn up though. In South Africa I was able to arrange and describe but I was powerless to provide a solution to their problem. I suggested a few possibilities but many provinces, I suspect, just want to be told what to they are supposed to do with the collection which has to come from an agreed policy.
-starting point for international discussion
-would get some insight on issues in other provinces
Some of the issues to address:
-Who is currently the named archivist, how active?
-Where are the archives kept – room? Temperature control, humidity
-arrangement, description etc
-what kind of research requests
-access to computers ad internet
-named archivist ability to travel
-types of help they might need, training in archives – presentations on institute etc.
3) Chart of where in the world the IBVM are worldwide, numbers, and other relevant info
-where their materials are sent: i.e. the Sisters in Morocco send their information to Spain, numbers etc.
Why: understand flow of archival materials, scope etc.
-better understanding of Institute at large
Can we double check on this information below? (taken from IBVM website)
Australia – > South East Asia
Eastern Africa – Ghana, Kenya, Tanzania
England – Albania?
India – Bangladesh, Kolkatta, Nepal
Ireland – Generlate (Italy), Gibraltar, Sudan
South Africa – Zambia
Spain – Ecuador, Morocco
Timor? (East Timor comes under Australia)