Description of Project: Memory of the World
The Barbados Museum & Historical Society has been acquiring objects for over six decades, and
currently possesses in excess of 250 000 artifacts including documents and records that are of
cultural, historical and environmental importance to Barbados and the region. In addition to the
collection, preservation and documentation of these artifacts, the Museum is also mandated to
make its collection available to all sectors of the society. In light of this the Museum proposed
and submitted a nomination proposal to include the historical documents housed in its Shilstone
Memorial library to the Memory of the world project in 2001. That proposal forms the rational
for the basis of the current proposal before you that of implementing a collections management
programme for the documents relating to slavery, slave trade and the attendant society created in
the formation of colonies in the New World. The historic documents encompass the
documentary heritage of enslaved peoples of the Caribbean and speak to one of the defining
moments in world history. It is necessary at this time to systematically research and inventory
the records housed in the collection of the BMHS. Within which a comparative study of
historical documents in the region will be undertaken to ascertain the uniqueness of the
collection held by the Barbados museum to result in a compilation of a bibliography of extant
documentation on slavery.
Traditionally, the Museum has serviced the public by providing a range of services beyond the
exhibits that are permanently on display or mounted temporarily. The Education Department
offers programs for teachers and students, both at the primary and secondary school levels.
These programs serve to increase awareness of local/regional heritage, and the Society’s
resources are heavily used by students preparing for the Caribbean Examinations Council and
Advanced Level examinations in subject areas such as History, Geography, Art and Literature, as
the Museum houses a wealth of information that is not otherwise available on the island or
elsewhere within the region. The Museum also provides training services to students at the
university level through internships that offer exposure to several aspects of collections
management.
Several Government Departments rely on Museum resources to assist in their planning and
development strategies. Maps and plans, as well as archaeological information and other
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documentation have been used to determine the possible significance of various sites and
sensitise the policy makers as to the ramifications of the development of such sites.
In addition to the aforementioned groups, the Library of the Museum also facilitates the general
public in their research, particularly in the areas of family history and genealogy, architecture,
natural history, Caribbean history, art history, transport and famous personalities.
The ability of the Barbados Museum and Historical Society to serve their audience in the ways
described above, and to expand and improve these services is contingent on the efficiency with
which the professional staff of the Museum can manage their collections . Sound collections
management processes will facilitate the continuity of the knowledge management chain and
strengthen the institutional capacity of the Museum to fulfill its mandate and serve the public.
This project will involve the development of a comprehensive electronic information
management system that will integrate the data pertaining to specified collections housed by the
Barbados Museum & Historical Society, after which further collections data will be added. The
development of this system will require the conservation assessment of documents, inventory
and cataloguing of documents related to the Slave Trade and Slavery, and the resultant family
history including digitization of documents both written and printed and the development of a
database application to ensure better access to the public. With the completion of the database a
development of a Compact Disc based on extant documents relating to slavery will be
undertaken which will be utilised by students and researchers.
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OBJECTIVES
The collections management project will set out to:
(i)
Inventory all documents relating to slavery and the slave trade held at the
Barbados Museum & Historical Society.
(ii)
Compilation and development of a list of all documents relating to heritage of the
enslaved people of the Caribbean.
(iii)
Conservation assessment of documents
(iv)
Development of database for records catalogued
(v)
Comparative analysis of similar collection in the region
(vi)
Revised and improved Memory of the World nomination.
Expected Outputs
(i)
Compilation of a bibliography of records catalogued.
(ii)
Digitization of catalogued artefacts.
(iii)
Awareness of the conservation needs of the collection
(iv)
Implementation of remedial conservation programme for objects.
(v)
Development of digitized database for the collection.
(vi)
Development of a Compact Disc on the extant documents catalogued.
(vii)
Upgrade storage of specified artefacts.
Benefits
(i)
Greater Access to the people of Barbados of records relating to the heritage of
enslavement.
(ii)
Reduction of the physical exposure of the artifacts without compromising the museum
mission of interpretation and presentation of its resources to professional and non professional users.
(iii)
Implementation of a programme that will ensure the sustainability of the collection for
future generations.
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(iv)
Presentation of a unique historical resource through interactive media to educate students
both adolescent and adult.
Requirements of the Non-Professional Users group
The general requirement of the Non-Professional Users group is that they have greater access to
the collections. Presently, approximately one-fifth of the collection is on exhibit, and it is
anticipated that with the development of the collections management programme NonProfessional Users will have virtual access to a greater proportion of the collection.
The more specific requirement of the Non-Professional Users group relates to the research
activities of this group, where more detailed information about some aspect of the collection is
needed. The ability of the Museum to meet such research requests in a timely fashion currently
depends largely on the immediate availability of an individual who is well familiar with that
aspect of the collection. With the development of the database application and compact disc,
Non-Professional Users will be able to obtain more specific information themselves (through
controlled access to the application), and will also be afforded a more efficient response where
the assistance of Professional Users is still required in obtaining the desired information. These
will be located in the context of the new African Gallery, and later extended to the proposed
Slavery Museum.
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Requirements of the Professional Users group
The main requirement of the Professional Users group is the development of a more efficient
system for the management of the collections data. Specifically,
(i)
the improvement of the system of data collection and
(ii)
the improvement of the system of data storage.
(iii)
Timely retrieval of information
The development of the project will result in the more efficient management and maintenance of
the collections data. Resulting in an easier and more timely retrieval of data/information.
In
addition to allowing the professional staff of the Museum to better meet its mandate of
documentation of the collections, the staff will also be able to better service the requirements of
its Non-Professional Users. The development of the database application will also allow the
long-term objective of on-line data/information sharing with other professional groups
(nationally, regionally and internationally) to be realised. This will be located in close content
with the specified collections, to provide rapid retrieval and/or addition to the database.
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DESCRIPTION
The project is anticipated to comprise of five separate though interrelated components:
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Inventory all documents relating to slavery and the slave trade, and compilation
and development of a list of all documents relating to heritage of the enslaved
people of the Caribbean.
2
Development of database for records catalogued and establishment of
CD/Interactive.
3
Conservation assessment of documents and establishment of effective Collections
Management Programme, including storage.
4
Comparative analysis of similar collection in the region, and internationally
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Preparation and submissin of revised, improved nomination to the Memory of the
World Committee.
It is anticipated that there will be some overlap of components (1) (2) and (3).
Inventory all documents relating to slavery and the slave trade
This component will involve the examination of the current records at the museum including
Accession registers and files to compile a list of items acquired over the institutions 60 year
history. This will then be cross-referenced with a systematic search for the extant documents to
ascertain what is housed in the collection, resulting in the development of a comprehensive list of
records housed at the museum.
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Compilation and development of a list of all documents relating to heritage of the enslaved
people of the Caribbean/ Development of database for records catalogued
Parallel to the compilation of the inventory list cataloguing of the collection including
digitization of the images is undertaken, catalogued information will then be entered into a
digitized database. This component will involve the examination of the database application that
was developed in 1999 by Ms Lene Rold of the National Museum of Denmark for the Barbados
National Gallery, to determine which features of that application are suitable for the Barbados
Museum & Historical Society’s application, and what modifications need to be made to this
model to accommodate the variety of collections housed by the Museum. A consultant system
developer will be sought to assist in this process and the actual development of the system once
these determinations have been made. This informs the museum personnel to the extant
collection and paves the way for the conservation assessment of the collection.
The system developer in achieving set goals will proceed to install developed software on a
dedicated database system which will be purchased during the project.
Conservation assessment of documents
Identifies the conservation requirement for the entire collection with those in most need of
remedial action being given priority. The assessment allows for a phased management of the
collection to ensure its survival and access to the public.
Comparative analysis of similar collections in the region and internationally
This study will be undertaken to ascertain the collections housed within the region and
internationally both in reference to their comprehensive scope and authenticity in order to place
the collection under review within its historical context and uniqueness. It will also allow for a
bibliographic compilation of extant records in the region as they relate to the heritage of enslaved
people, more specifically of Barbados. It is envisage that such as study will involve site visits
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and documentation of records in situ and the need to purchase a laptop to ensure efficient
documentation including digitization of extent records.
Data entry
This component involves the fundamental use of the database application for the storage of the
collections data (including digital images), and it is anticipated that at least one individual will be
trained to participate in the data entry process, in addition to the professional staff of the
Museum. This material will then be transferred into CD format specially designed for interactive
usage.
Revision and Submission of Memory of the World Proposal
Based on the findings and results of the above named studies, this information will form the
basis of a resubmission of the BMHS proposal to the Memory of the World Committee.
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ESTIMATED BUDGET
Component
Description
Information Management for
public access and research
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PC system with software,
printer and CDRW, laptop
Digital camera (medium
format,7-8 mega pixel) and
accessories
5,000.00
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UPS system
1,000.00
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Software for digitized images
2,800.00
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Storage media for
computerized image files
Storage units/materials for
collections
1,200.00
Photography- contract ($75US
Per image)
Conservation Survey - 7 days
contract (including regional
travel, accommodation, fee)
Remedial conservation - 14
days contract (including
regional, travel,
accommodation, fee)
airfare/hotel/per diem
(regional x 2, international x
1)
5,000.00
Conservation of Collections
Cost (USD)
9,500.00
2,500.00
Professional Services
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Travel –collection research
TOTAL
3,000.00
5,000.00
7,000.00
42,000.00
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PROPOSED TERMS OF REFERENCE FOR SYSTEM DEVELOPER

Assist in identification of existing problems in current cataloguing procedures and define
solutions (with respect to development of the database application)

Determine data requirements and required outputs

Advise regarding the redesign of cataloguing sheets (with respect to use of these sheets to
capture data for input into database application)

Develop the model, storage structures and other features of the application that will meet
the specific needs of the Museum

Develop the user interface(s) of the application to meet the needs of various user groups
PROPOSED SCHEDULE
Acquisition of hardware and software
January 2002 - March 2002
Development of the database application
March 2002 - June 2002
Inventory of Collection / Cataloguing
January 2002 - September 2002 Data
Database entry
July 2002 - December 2002
Comparative analysis/Travel
July 2002 - September 2002
Conservation assessment
September 2002 - December 2002
Development of Compact disc/Interactives
January 2003 - April 2003
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