Archives and Records Management
Annual Report 2002-2003
Submitted by Anne A. Salter, HeadArchives and Records Management
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Section I
Section II
Section III
Section IV
Achievement of Goals for 2002-2003
Goals for 2003-2004
Professional Accomplishments
Statistics
Section I – Achievement of Goals for 2002-2003
I. Content Building
1.1 Communicate with faculty and educate them about the content and purpose of
the Tech Archives and its services applicable to their course content
 Continue the intern program with HTS
 Implement the LCC class tutorial and archival “experience” using primary
research
 Identify additional areas of outreach for at least 2 more areas on campus
Timeline:
Fall Semester; on-going
Responsibility:
All staff
Status:
Dr. Carol Senf met with staff members Anne Salter and Jody
Thomson to review the proposed agenda for the LCC class project. The class used primary
resources in the archives to answer 3 assignments. Dr. Senf developed these assignments
over the summer in conjunction with the archives staff. The archives staff held a two day
tutorial for the class. In addition, an intern from LCC worked in the archives for course
credit.
1.2 Work with HTS to view, identify, and reformat films in the Ralph Barnes Film
Collection.
 Identify interested faculty to view films
 Prioritized and viewed films based on faculty input
 Selected top 10 to reformat – pending selection and funding
 Promote use of films in HTS and Mechanical Engineering Classes
Timeline:
Fall semester
Responsibility:
Salter
Status:
Dr. Doug Flamming of HTS donated a 16 mm projector to the
Archives. Dr. Flamming and Anne Salter l meet in the early part of the fall semester to set
up the project. An intern was selected to review the films. After films are selected for reformatting based on quality and subject matter, Dr. Flamming will work toward obtaining
funds to re-format the films. These films will be used in the HTS classes taught by Dr.
Flamming and his colleagues.
1.3 Communicate with an educate staff, patrons, students and faculty about the
archives and its collections
 Developed and implemented an archives tutorial web site
 Launched the photo web site in Fall Semester of2002Continued to provide
support to on campus projects including exhibits, historical research, etc.
Timeline:
Responsibility:
Status:
the LCC Class.
Ongoing
Tang, Lloyd
The Tutorial was up and running by Fall Semester and used by
2.
Program Building
2.1
Continue to build on the program for electronic delivery of Sponsored
Research.
 Established a regular meeting time with the committee
 Established an agenda
 Set priorities
 Create deadlines
Timeline:
September-December 2002
Responsibility:
Committee – Henry, Hutchison, Salter, Henderson, Panettierre
Status:
Following the demonstrations by library staff of the sponsored
research model and its applications to theses and dissertations, the sponsored research
committee was established. The committee l meet and began the process of finalizing the
goals for the year and creating the process to reach the final product – on-line delivery of
sponsored research and cataloged electronic versions. To date the process is on-going.
Sponsored Programs has adapted their format to fit the required parameters for minimal
input. The working papers are now part of the records management program. Only final
reports are being scanned and catalogued.
2.2
Continue work toward expanding the records management program
 Assisted as requested in the search process for a new records management
and support staff
 Provided campus with necessary information and support during the interim
period
 Facilitated a workshop on new BOR schedules conducted by Amelia
Winstead
Timeline:
Ongoing until new staff is hired
Responsibility:
Salter. Henderson
Status:
The records management report and the report of the appointed
committee on records management was completed. The committee recommended that the
institute hire a records manager and two support staff. The records manager will report
directly to the Dean of Libraries. A new site for the records storage has been located on
Ethel Street and is being retrofitted. The hiring of the new staff has been approved and will
begin after a new head of archives is hired.
2.3 Continue work of the Preservation Task Force
 Completed meeting cycle
 Completed final report
 Presented findings to the Deans Council
 Council agreed to do the SOLINET workshops
Timeline:
December 2002
Responsibility: Preservation Task Force members
Status:
Completed
3 Access Systems
3.1 Explore and implement XML style sheet for archival collections on the web
Yen Tang developed a program for converting archival finding aids into EAD/ HTML. The
department is still exploring the possibility of XML.
3.2 Identify and continue building web-based collections.
 Tech ads from the 19th-20th century
 Archival collections/Photographs
Timeline:
Ongoing
Responsibility: All staff
Status:
An intern from HTS completed the processing of three collections of
early Tech presidents. Staff is in the process of identifying 19th century documents in the
collections that provide interesting examples of the collections and provide information on
the history of Tech. Susan Illis and Yen Tang will continue to mark up and mount the
archival collections as they are processed.
3.3 Identify and catalog selected 3d materials
Timeline:
Begin December, 2002 – complete April 2002
Responsibility:
Henderson
Status:
Some preliminary work has been completed on this project.
This project has been postponed due to the work on the history of Women at Tech
exhibit.
3.4 Implement NEH Grant for the survey of the Fulton Bag and Cotton Mill
Collection
 Met with Christine Wise from SOLINET
 Set deadline for survey completion by Tina Mason
 The survey was completed and will be used to assist in acquiring additional
grants
Timeline:
September-December 2002
Responsibility:
Salter
Status:
The grant was received in August. Tina Mason from SOLINET
completed the project and copy was catalogued for the archives.
3.5 Continue exhibition planning and implementation
 Completed the exhibit on the history of Women at Tech
 Begin planning for the Frankenstein Exhibition
Timeline:
October 2002; March 2004
Responsibility: Salter, Henderson, Lloyd, Tang
Status:
The exhibit was planned and mounted in record time thanks to the work of
the archives staff and Laurel Crafts from Systems. Kirk Henderson coordinated the
exhibition planning and implementation. The opening was a success. Elizabeth Herndon
attended the opening.
4 Collection Development
4.1 Identify on campus collections of historical value
 Work with Mechanical Engineering to create a list of potential contributors
 Survey campus for 3d items on display in various buildings
 Identify retiring faculty and solicit for manuscripts, papers, photos.
Timeline:
Ongoing
Responsibility:
Salter
Status:
In progress
4.2 Identify and implement system for capturing campus web based information
Work with new Associate Director and Director of Digital Services on this project.
Status: Working with Catherine Jannik
Section II Goals for 2003-2004
These will be set by the interim head of the archives working in conjunction with the
division head. The DTS Review will be used as a planning tool for goal setting.
Section III Professional Accomplishments
Anne A. Salter, Head – Archives and Records Management
FY 2002-2003 accomplishments
Completed a book for ALA – Computer Systems for Small Libraries
Completed the editing of the ALA Smart Libraries Newsletter, April, 2003,Vol XXIII No. 4
Co-author of an article on the Georgia Tech Archives published by the Southeastern
Librarian
Choice Reviews
Completed two articles for the Encyclopedia of Library and Information Management
Completed an Essay for Librarians in the 20th Century
Attended the SAA annual conference August, 2002, Montgomery, Alabama
Chaired the RAO section of SAA
Elected to the co-section head of AERT of SAA
Hired as Director of the Library for Oglethorpe University, Atlanta, Georgia
Chaired GIL Users Group, Special Collections section
Jody Lloyd Thompson, Visual Arts Archivist
FY 2002-2003 Accomplishments
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Appointed interim head of the archives
Seminar or Workshops
 Society of Georgia Archivists (SGA) copyright workshop, September 30, 2002
 Conservation Center for Art and Historic Artifacts (CCAHA) workshop, From
Negative to Positive, December 11-13, 2002
Outreach
 Working with LCC (Carol Senf’s) class
 Supplied digital images and/or prints to certain departments on campus:
o Junior’s Grill
o Library West Commons
o Development Office
o College of Engineering
o Georgia Tech Hotel
o Georgia Tech Alumni Association/Living History
 Meet with departments on campus and survey collections prior to acquisition.
 Consultations with local archives on how to properly preserve collections.
Professional Affiliations
 Georgia Archives Week, Chair 2002 & 2003
 Society of Georgia Archivists, Subscription Manager, 2003-2006
Professional Conferences
 Lecturer. Georgia Council of Media Organizations (COMO) 2002 Conference,
October 9-11, 2002.
o Georgia Archives Week 2002: Touching Lives through Archives.
Kirk Henderson, Records Coordinator II
FY2002-2003 accomplishments
Records management
Worked with Georgia Tech’s records management committee to identify and outline needed
improvements in the records management system at Georgia Tech.
Oversaw the incoming transfer of 115 of accessioned sets of records, representing a total of
1,389 boxes of records.
Oversaw the destruction of 236 accessioned sets of records, representing a total of 2,205
boxes of records.
Continue to advise campus departments transferring records for storage on updated Board
of Regents’ Records Retention guidelines.
Revised placement of shelving in sub-basement and cage areas to afford better access and to
permit incoming and outgoing materials to be palletized for shipment and movement via
forklift.
Made database modifications to records management database to afford better tracking of
begin/end dates of records material, retrieval requests, destruction dates, and tracking of the
destruction status of material.
Worked to plan eventual move of records management material to Ethel St. warehouse
location. Developed preliminary floor plan and estimated approximate total box capacity of
facility (8,000 to 10,000 boxes approximately).
Worked with Library administration and Facilities supervisors to develop new procedures
for transferring records management materials to the Library’s Records Center. As a result,
Facilities labor charges are no longer billed to the Library, but are charged directly to each
transferring department.
Completed a revised draft manual of record management procedures for the Library’s
Records Center.
Trained one student assistant in the handling of records management retrievals / refiles and
general organization of Records Center storage.
Sponsored research
Coordinated the incoming transfer of 569 sponsored research reports and their related
working papers documentation.
 Fulfilled 634 retrieval requests or related transactions from the Office of Sponsored
Programs.
 Oversaw the scanning of 276 reports.
 Coordinated transfer of 205 sponsored research reports and working papers to
records management storage because of publication restrictions on the research
documents.
Completed a revised draft manual of sponsored research procedure reflecting changes in
processing involving the scanning of reports in paper format and the eventual transition of
this workflow to an electronic document system.
Participated in the presentation of Library’s plans for creating a digital repository for Georgia
Tech generated research to representatives of GTRI, OIT, and the Dean of Graduate
Studies. Specifically, I demonstrated a functional electronic submission website for the
submission of electronic copies of sponsored research reports to the Library for cataloging.
Facilitated meetings of Office of Sponsored Programs and Office of Research Security
personnel to clarify processing procedures related to restricted sponsored research reports.
Oversaw the removal of restricted sponsored research reports from the general collection of
sponsored research reports per revised policies established as a result of these meetings.
Trained two student assistants in the processing of sponsored research material.
Negotiated with the Office of Sponsored Programs to revise the existing procedures for
forwarding sponsored research reports to the Library. Continued work on development of a
method to process sponsored research reports as electronic documents.
Made database modifications to sponsored research database to afford better record keeping
of retrieval requests of material by the Office of Sponsored Programs.
Exhibits and related
Coordinated the planning, design and installation of the 50 Years of Women at Georgia Tech
exhibit.
 Worked with Archives staff to gather research for exhibit.
 Developed narrative outline and script of exhibit.
 Coordinated approval of narrative outline and exhibit copy with Faculty advisors for
the exhibit.
 Worked with Laurel Crafts of Library Systems dept. to design all visual elements of
the exhibit (exhibit story panels, timeline panels, murals).
 Designed and built kiosk stations for exhibit graphics.
 Worked with Archives staff to install all exhibit elements (kiosks, timeline panels,
murals, and artifact mounts).
Began initial planning for the Library’s hosting of Frankenstein: Penetrating the Secrets of Nature,
an American Library Association sponsored touring exhibit. With Leslie Madden, met with
a variety of campus representatives (LCC, CEISMC, Mechanical Engineering,
Bioengineering) to encourage their involvement and participation in the hosting of this
exhibit and the potential creation of Georgia Tech related content to be amended to the
exhibit.
Revised MS Access database for Georgia Tech Archives’ artifact collection and began renumbering artifacts in accordance with new system. Trained one student assistant to work
on inventory of this material and create preliminary cataloging entries for each artifact.
Training
Attended two day class on Microsoft Access database development at Office of
Organizational Development (instructed by New Horizons staff).
Attended workshop on Procuring Information Technology Solutions co-sponsored by the Georgia
Document Management Association and AIIM Peachtree chapter.
Marilyn Williamson, Rare Books Librarian
FY2002-2003 accomplishments
1. Reviewed all books in closed storage to ascertain preservation needs
2. Surveyed rare books for move to Neely Room.
2. Continued planning exhibits for future use in Neely Room.
3. Researched the History of Women at Tech Exhibit
4. Assisted in the furniture planning for the Neely Room
5. Started a rare books catalogue with annotations
6. Worked on preliminary research for the Frankenstein Exhibition including locating first
editions of the book for the exhibition
7. Supervised two interns with projects using rare books
Yen M. Tang
FY2002-2003 accomplishments
SPECIAL PROJECTS
 Georgia Tech Photographs Collection web site, July 2002
 Personality Files List online, November 2002
 Comprehensive Finding Aids Index online, November 2002
 Finding Aids Collection Database, January 2003
 President Edwin Harrison Papers (16.6 linear feet), March 2003
 Georgia Tech Advertisements web site, June 2003
EXHIBITS
 Fear of Communism at Georgia Tech, April 2003 (Reading Room Exhibit)
CONTINUING EDUCATION
 American Intercontinental University (will earn Master of Information Technology
degree in November 2003)
SUPERVISION OF INTERNS
 Laura Massey, Fall 2002
 Laura Masce, Summer 2003
Susan Illis, Part-time Archivist
FY2002-2003 accomplishments
Susan Illis continued working her limited schedule, providing quality control for all finding
aids created by staff, students, and interns. She cataloged (#?) archival collections on
OCLC. The creation of EAD finding aids was streamlined following Yen Tang's creation of
an Access database that converts finding aids to Word, XML, and HTML.
She also completed the collection development policy for the department and continued
work on the processing manual. She assisted with the women's exhibit and late in the fiscal
year, became editor of conneXus.
Section IV Statistics
Catalogued Material added
GTA Monographs
Titles: 1,258
Volumes: 1,276
Theses
Titles: 836
Volumes: 836
Sponsored Research
Titles: 75
Volumes: 31
Scanned: 100
Received: 528
Other
Serials: 62
Video: 2
Total: 2,332 titles
2,012 volumes
Total linear feet of catalogued material added: 98.96
Materials and Visuals Cataloged
Photos
Orders processed: 3
Prints created: 4
Negatives created: 0
Scans produced: 211
Photographs catalogued: 1,645
Negatives catalogued: 434
Slides catalogued: 132
Total: 2,429
Manuscripts
Collections processed: 6 ms
25 mfs
Total linear feet added: 100.52
Uncataloged material added
Accessioned collections: 82
Pamphlets: 0 ( incorporated into vertical files)
Vertical files: 118
Total linear feet of uncataloged materials added: 110
Reference Service/Use Materials
Registered Researchers
Faculty/staff: 55
Students: 376
Other:45
Total Researchers: 474
Research Requests Answered by
Archives Staff:
Georgia Tech users: 119
Non-Tech: 101
Total Research Requests: 220
Sponsored Research Statistics
Note: Sponsored research reports are now being scanned and not bound.
Total number of incoming reports: 569
Retrieval requests from OSP: 634
Number of reports scanned: 276
Number of reports transferred
to records storage as restricted reports: 205
Types of Material Used:
In-house circulation
Cataloged Material used in reading room:
Archival: 45
Photographs: 27
Vertical files: 86
Books: 684
Objects: 7
Records Center Operations
Number of Boxes Accessioned: 115
Number of Accessioned sets of records destroyed: 236
Number of Boxes Destroyed: 2,205
Number of incoming boxes: 1,389
Records Reference/Retrieval Requests: 145
Number of Boxes Currently Stored: 5,988
Miscellaneous Statistics
Number of copies made: 3,543
Number of scans produced: 211
Intellectual Access/Internet
Inventories on the Internet:
Pages updates: 263
New pages uploaded: 83
Grant Activities
Received – NEH preservation survey grant, $4,000
Requested
GHRAB Grant for processing - $1,777
NEH Grant for preservation survey of Fulton Bag Collection - $4,000
Web Site Hits
Archives Web Home Page Hits – 2002-2003
July
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Mar
Apr May June
443
367
693
799
824
606
768
624
353
353
322
N/A
2001-02
2002-03
Photographs Processed
2001-02
2002-03
Total Users
2001-02
2002-03
Reference Questions