What the does the Deputy Archivist get up to on Wednesdays?

Sometimes on social media (usually Facebook or Twitter) you see posts which say “you know you’re a … when you …”. Last week I had a, “you know you’re an archivist when the brass paper clips arrive and you get over excited about it” moment. I realise there has been some posts recently on Archives NRA (JiscMail Mailing list) concerning the oxidisation of brass paper clips and the damage they can cause to documents but in my opinion they are so much better than the nasty rusty staples I see in our documents. Anyway I am going to move on now and this week I thought you might like an insight into one of the projects I have been toiling over.

Since September I have been working with our large and varied collection of publications. Over the course of nearly 80 years Royal Voluntary Service has been producing publications to advertise their services and appeal for volunteers. Some Archivists may see this as ephemera but for a charity a leaflet, poster, bookmark or other such item is evidence of day to day activities and business transactions so they have earned their place as an archival document. A few years ago the collection had been sorted into acid free envelopes and listed on and Access Database; it was time for them to be appraised, repackaged into acid free boxes and catalogued to archival standards.

I began with repackaging, appraising and referencing which involved sorting through duplicates, removing them from the collection and then giving each publication a unique reference number. WVS and WRVS publications were created by the different departments within the organisation for many years thus they have been catalogued in their original order under each department for example Children, Health and Hospitals, Old Peoples Welfare and Prison Welfare. They were catalogued at Item level each with a short description.

Once all 1,368 items were repackaged and catalogued (one Wednesday a week, except over Christmas of course) they were placed on the shelves in neatly labelled boxes. This makes finding them for enquiries extremely easy. If you’re interested in testing my theory please send us an enquiry about our publications through the online enquiry form. While most of the publications live on the shelves there are also a number of large posters which wouldn’t fit in a standard archive box and needed a bit more TLC.

Before they were catalogued they were kept folded up with the rest of the collection. As you can see from this image this wasn’t doing them any good but now they have been found and catalogued they could be properly preserved. I have in the past carried out some basic conservation to ripped documents. Sometimes a terrifying moment when you have to consider the damaged you might cause. I really don’t know how conservators carry out those more complex jobs. Even cleaning documents which I had a go at on a number of work experience placements was a bit nerve racking; I have never used a rubber so gently in all my life. Anyway this task was a bit less petrifying...

As they are awkward and won’t fit into the standard boxes they must go in our plan chest. Therefore they required some protection and the first job was to place them in polyester sleeves, archival standard of course. Secondly they needed to be supported by mounting board which was measured out and then cut to the right sizes. A steady hand on the Stanley knife was required and long arms as it is fairly difficult to cut a piece of card almost the same length as yourself. Finally the posters were then attached and the reference number written on below. Job done! They now live happily ever after in the plan chest, except when we need to access them or hopefully digitise them in the future.

There you have it my Wednesday project, though now I will have to find something new and I am sure just as interesting. Our online catalogue will be updated over the next few months so watch this space or email us and ask to be added to our mailing list.

Posted by Jennifer Hunt, Deputy Archivist at 09:00 Monday, 27 March 2017.

Labels: Royal Voluntary Service, , WVS, , WRVS, , Publications, , Archive, , Cataloguing

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