Preserving Maine’s Cultural Heritage
Connecting to Collections Statewide Initiative
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SURVEY DATA related to collections in Maine
as of 3.31.13
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Surveys administered by/housed at the MAINE STATE ARCHIVES
2011 – 2012 PastPerfect Grant Recipients:
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Grants to purchase PastPerfect software. Administered by the Maine State Archives.
37 organizations have received grants for PastPerfect Software as of March 2013. These organizations
are noted in the PMCH FileMaker Pro database.
Recipient name, address, city, state, zip and contact person is recorded in an Excel spreadsheet.
Historical Records Grant Recipients: 1994 to Present Day
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A record of all grant applications for grants administered by the Maine State Archives
Applications date from 1994 to Present Day
Janet Roberts manages information on all grant applicants using MS Access.
Janet Roberts has all hardcopy documentation of the grant applications and final reports, dating back to
1994.
The PMCH FileMaker Pro database only records those organizations that received a grant and notes the
cycle date, grant number, and brief description of the project.
o An Excel spreadsheet records: Grant Cycle Date, Assigned Grant Number, Name of Institution,
Town, County, Grant Name, Amount Awarded, Project Description, Subject Area
262 Grant Applicants noted in the PMCH Filemaker Pro database
2010 Search for Civil War Materials: Hannah Marcus, Maine State Archives, contacted about 500 societies,
museums, and libraries about possible Civil War materials. She did not query for anything beyond that.
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84 organizations responded and are noted in the PMCH FileMaker Pro Database. Also noted are the
types of Civil War materials in those collections.
An Excel spreadsheet records Organization, Address, Town, Zip, Website, Email, Phone, Holdings, Staff,
Hours.
2008 Hidden Collections Survey:
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Survey sent to Maine historical societies, libraries and museums asking about cataloging practices and
descriptions of archival and manuscript materials.
164 organizations surveyed and asked if they have description, finding aids, catalog records, inventory
lists, Other and if so, if they’re in electronic format, EAD, HTML, Word, Excel, Access, Other and if
available through WWW, Share, or Email.
Janet Roberts has a database with a bit of information on the results of this survey.
A Excel spreadsheet records the answers to the survey.
163 organizations noted in the PMCH FileMaker Pro database.
2002 Documenting our Heritage: Historical Records in Maine, A Report to the 120 th Maine Legislature on the
Condition of Historical Records in Maine. Submitted to the legislature on February 1, 2002.
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www.maine.gov/sos/arc/mhrab/HRREPT.doc
Looks at 1996/1997 survey data. Janet Roberts has the database of 1996/1997 data.
This is a good report to save/link to in a final project database.
1997 MSA Historical Records Repository Survey: Sponsored by COSHRC:
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Survey asked for institutional information, and information about acquisition policy, subject areas of the
collection, size of the collection, access to the collection, users, facilities and equipment, preservation
and conservation, staff and volunteers, financial support, needs and priorities.
169 respondents noted in the PMCH FileMaker Pro database
Janet Roberts has surveys in an MS Access database.
1991 MSA Historical Records Survey and Assessment Report: Resulted in Booklet “Fading Images: Maine’s
Memory at Risk: An Historical Assessment Report. Conducted by Maine Historical Records Advisory board.
Received funding from NHPRC. First sent questionnaires to those organizations most likely to be holders of
historical records. A shorter version of the survey went to those groups that would not consider the care of
their documents as part of their primary mission. A one - page survey as distributed to town clerks during a
Maine Municipal Association annual meeting. Androscoggin County was surveyed more in-depth. 57 town
office surveys were returned.
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239 participating institutions. Organizations are noted in the PMCH FileMaker Pro Database. Names
were taken from the booklet, “Fading Images.”
No database available at the Archives. The 1991 survey information was recorded in R:Base and the
Maine State Archives no longer uses this software.
Scan report and link report in final project database.
1990-1996 Maine Newspaper Survey: 748 repositories surveyed, 200+ responded. Newspapers were surveyed
and cataloged throughout Maine and cataloged on OCLC. Some site visits conducted.
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748 repositories surveyed/200+ responded
Janet can get a list of who has or had newspapers and can pull a report to show repositories by county.
Janet Roberts has a management database only that includes the organization name, contact
information, and dates of visit.
These institutions are not noted in the PMCH FileMaker Pro database.
Surveys administered by/housed at the MAINE STATE MUSEUM
1969 Archaeological Reconnaissance and Collections Survey Phase I: Inventory of Maine Indian Artifacts Held
in Institutional and Private Collections , Interim Report. Ron Kley, Project Director.
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38 Institutions indicated the presence of 16th through early 20th century Maine Indian artifacts in their
collections, including 10 MAINE organizations, out of 131 questionnaires returned.
38 Organizations are noted in the PMCH FileMaker Pro database.
A 225 page document held at the Maine State Museum. Summary report shows Name of Institution
and Location, Affiliated Tribe or Group, and Description of Artifacts. Returned surveys and additional
information included at the end of the report.
A one-page questionnaire was sent to 218 museums and private collectors.
The report/document is available electronically in PDF format.
2009 Science Survey: Directed by Dr. Paula Work. 129 historical societies and museums contacted by email,
phone, or mail between February 28, 2009 and March 26, 2009. Asked if they had Natural Science, Archaeology,
and/or History Collections. Results are in a FileMaker Pro database, include organizational name, address, and
contact information.
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129 historical societies and museums contacted Paula has a FileMaker Pro database, includes
organization name, address, contact information, and whether natural history or archaeology collection
8 responded they had Natural History collections/7 reported they had Archaeology collections. These
organizations are noted in the PMCH FileMaker Pro database (12 organizations combined)
Paula gave this contact to Maine Archives and Museums as a basis for MCIOP.
2006-2007 Maine State Museum Science Collections Prospectus for Maine Legislature
Directed by Dr. Paula Work.
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10 Maine Institutions Represented & Noted in the PMCH FileMaker Pro Database
Paula has a separate Filemaker Pro database with 46 detailed records about collection locations, types,
content, storage and housing, condition, collection risk, ancillary collections, photographs.
2009 ME SCCA Phase I Benchmarking Survey: Directed by Dr. Paula Work, IMLS grant to assess the state of
natural science collections throughout the State of Maine, as well as conduct a bench marking/ information
gathering survey with other State-funded museum institutions.
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31 Pre-survey contact records / 21 post-survey records of other state-funded museums in a FileMaker
Pro database. Comprehensive information collections, budget, staffing, collections care, etc.
These organizations are not noted in the PMCH FileMaker Pro database.
2009 Collections Report for Northern Maine Museum of Science (U-Maine Presque Isle) and Nylander
Museum
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21 records. An excel spreadsheet containing collection name, donor, description, significance, location,
storage, ancillary materials, condition, risk, curatorial needs.
1995 Union List of of Museum Watercraft, published by The Museum Small Craft Association in October 1995.
Maine Maritime Museum and Penobscot Marine Museum are the only Maine institutions included. Thirty-six
museums and almost 1750 boats are listed. Includes an 1) Alphabetical Listing of the boats indexed on type and
then length overall 2) Composite listing of boat names, designers and builders in alphabetical order. This listing
includes Vessel Type, Vessel Name, Length, Description, Builder, Year Built, Condition, Accession Number, and
Museum 3) Listing of each museum and its holdings. Information includes vessel type, name, accession
number.
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Maine Maritime Museum and Penobscot Marine Museum are the only Maine institutions represented.
Hardcopy booklet owned by Maine State Museum
Maine State Museum Conservation Lab Files and 1974-1976 Historical Societies Survey Two file boxes
containing 91 file folders. Files are organized alphabetically by name of institution. Though there are 6 general
files at the start of box 1 named: History of Lab & Conservation Survey Questionnaire (1971), Summer 1972
Conservation Notes, Surveys Summer 1972-General-S&S Brooke, Correspondence: Surveys ’73, Survey of
Institutions Serviced by Mobile Lab 1974, and Arts & Humanities Special Projects-Embassy Loan-1979.
A historical society survey asked for organizational information, number of rooms and buildings, major and
minor concentrations in collection, sizes of collections, financials, conservation plans, security, cataloging
system.
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91 files containing documents concerning the MSM Conservation Center, brochures, general
correspondence, photographs, slides, field examinations, survey, and treatment reports.
Only 26 returned historical society surveys found in the files.
80 organizations are noted in the PMCH FileMaker pro Database, along with a notation on the types of
files found within each folder.
Recommend that Collection information should eventually be returned to institutions.
Study of Material Culture Collections: Survey of Maine-Related Collections: Maine State Museum Bicentennial
Statewide Collections Survey
Four boxes of files, organized by town, then organization name. File contents include the Maine Material
Culture Survey Form initiated in 1987, other survey forms such as the Maine State Museum and AASLH
directory listing survey forms, object catalog sheets completed in the 1970s, newspaper clippings,
correspondence, brochures, and other documents related to institutional history.
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309 file folders/158 of which have specific collection information (the material culture survey or MSM
object catalog sheets). 301 organizations noted in the PMCH FileMaker Pro database.
93 have completed Center for the Study of Maine Material Culture Survey form.
Files date from the late 1960s through the early 1990s.
The SMMC survey form asks for contact information, general categories of Maine-related objects in the
collection, a description of the institution and general activities, if a register, catalog or other
documentary information is available about the collection, what are the three most important areas in
of the collection, other collections in the community, and if a member of a professional association, such
as NEMA, AASLH.
Recommend that files are returned to the institution.
Maine Fine and Decorative Arts Catalogue: The Maine Fine and Decorative Arts Catalogue was part of the
Maine Humanities Council's "Maine at Statehood" project (statewide & NEH funded). The catalogue "Agreeable
Situations" was based on a portion of this research. Other material was used in essays that appeared in "Maine
in the Early Republic," especially by Carolyn Parsons. Exhibitions based on other materials appeared at the
Maine Historical Society in 1983/4; at the Brick Store Museum in 1987, with a costume exhibition at York
Institute Museum in 1991. I can get the names and dates if you would like them.
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Onsite Survey conducted in 1983 of 19th century objects by Laura Fecych Sprague and Carolyn Parsons.
51 organizations represented, including 5 out-of-state organizations.
51 organizations are noted in the PMCH FileMaker Pro database along with notes on the information
contained wherein (number of catalog sheets, slides, etc.)
10 volumes: 10 3 ring binders that include completed object catalog sheets, notes, and slides of artifacts
in Maine museums.
The catalog forms ask for medium, owner and location, object, accession number, origin, maker,
signature/marks, date, materials, measurements, description, provenance, condition, bibliography and
references, publication and exhibit history, method of acquisition, donor/vendor, date of acquisition,
credit line, examined by and date examined.
Slides and catalog sheets should be returned to the organization.
New Century Facilities & Museum Grants, administered by CRIC.
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The Maine State Museum has XX boxes New Century grant files that includes applications and final
reports, dating back to 2006-2007.
MS Access and Excel Database with MSM/MSA
639 records showing grant applicant contact information, final grant award amount, very brief project
description
497 grants awards/Estimated 163 awards for consultancies, microfilming, and cataloging. Other awards
for capital improvements, archival storage materials and equipment
Grant files, back to 2006-7, are/were with the Maine State Museum
OTHER MAINE SURVEYS/ASSESSMENTS/COLLECTIONS INFO
Association of Maine Archives and Museums
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Need to find out more about MCIOP and workshop/conference evaluations. Add to PMCH FileMaker Pro
database.
Maine Memory Network/Maine Historical Society
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223 contributing partners to the general online resource, as of as of 11/9/12
22 community heritage history online grant recipients with websites
2009 Maine Museums: An Economic Impact Study Maine Arts Commission. Commissioned by the Maine Arts
Commission and authored by Chuck Lawton of Planning Decisions Inc. and Lindsay Rowe of the Maine Arts
Commission.
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14 museums participated by surveying visitors
Link online to database
NATIONAL
MAP - Museum Assessment Program Participants. Funded by the Institute of Library and Museum Services
and the American Alliance of Museums.
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26 Maine institutions have received MAP’s since 1997. 12 had organizational assessments; 4 had
collections assessments; 10 had public dimension assessments
Conservation Assessment Grants by Heritage Preservation
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24 Maine institutions awarded CAP grants
NEH Preservation & Access Grants
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47 grants to Maine institutions since 1991/27 institutions represented
IMLS Conservation Project Support Grants
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29 grants to Maine institutions since 1997/16 institutions represented
2005 Heritage Health Index:
Administered and published by Heritage Preservation and the Institute for Museum and Library Services. This
was the first comprehensive survey to assess the condition and preservation needs of U.S. Collections.
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http://www.heritagepreservation.org/HHI/: The full report with appendices and selected data is
available at this website.
52 Maine institutions participated in the survey, including historical societies, libraries, larger museums,
and art museums, and are noted in the PMCH FileMaker Pro database.
Link report on final project database
2009 OCLC Research Survey: Provides detailed findings from a 2009 OCLC Research survey of 275 institutions
across the U.S. and Canada to determine norms across the community and to provide data to support decision
making and priority setting. This survey updated and expanded a similar survey administered by the Association
of Research Libraries in 1998, the outcomes of which catalyzed the special collections community and led
directly to numerous high-profile initiatives to "expose hidden collections." Since then, recognition of the
distinction that unique special collections bring to our institutions has greatly increased. Some key data points
discovered in the 2009 survey include: far too many rare and unique materials remain "hidden"; the size of
collections is growing rapidly; most institutions report increased numbers of onsite users; staffing generally
remains stable; and digitization and born-digital archival records emerged as two of the three most challenging
issues.
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Bates, Bowdoin, and Colby participated.
Data captured in broad areas of collections, user services, cataloging and metadata, archival
management, digitized and born-digital special collections
http://www.oclc.org/research/activities/hiddencollections.html
Link on final project database.
Council on Library and Information Resources - Cataloging Hidden Collections and Special Archives Awards
The Council on Library and Information Resources administers this national effort with the generous support
of The Andrew W. Mellon Foundation. Since the program began in 2008, eighty-seven grants totaling nearly
$20M have been made to a variety of institutions nationwide.
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Northeast Historic Film (2009 and 2010) and Maine Maritime Museum (2011) have received these
awards
http://www.clir.org/hiddencollections/awards/index.html
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