Get Rec’d: The Difference Between Archiving and Records Management

This post was written by Samara Carter, University Records Manager.

Box for Records Management. The labels indicate the types of materials included in the box (i.e. prospective student sign-in sheets, payment sheets, copies of graduation lists). This photo was taken by Nick Welsh, Records Management Specialist, in the warehouse which is separate space from the SCRC stacks containing rare books and archival materials.

“I have stuff for archiving.”

The word archiving gets used interchangeably day in and day out by people wanting to submit records to SCRC (Special Collections Research Center) or URM (University Records Management). Sometimes departments have photographs or publications for University Archives, sometimes departments have financial documents that need to be stored for a few years before they can be destroyed. While both of our departments work in tandem to oversee Masons’ records, archiving is best applied as a term when speaking about historical and/or permanent records. 

Why is that?

An archive is a repository for items that need to be maintained for an undefined period of time, generally forever. SCRC houses collections with the intention of tending to them in perpetuity for the purpose of making them available for research and posterity, including our University Archives which documents the history of George Mason. URM houses public records with the intention of destroying them at a later date.

Records fall into three categories here at Mason:

  • Historical (permanent)
  • Public (permanent)
  • Public (temporary)

However, all records have a lifecycle that begin the exact same way – a document of some format or another is created and bam – a record is born! Along the lifecycle of a record, though, the path diverges towards two choices: permanent retention or destruction.

Word of the Week: Lifecycle” created by the National Archives, explaining the life cycle of records.

Once a record has reached the end of its active usefulness, a Mason department will contact SCRC or URM about “archiving” it. Historical items are gleefully claimed by our archivists whereas temporary, public items eventually make their way with approval to the URC (University Records Center). Public records are stored, rather than “archived,” at the URC and given a destruction date based on the context of use and date of the documents in question.

At SCRC and URM, we are doing our best to clear up the confusion between our respective tasks to protect against permanent items accidentally being stashed away in an area where they could meet an untimely end in a shredder.

As for those permanent public records? Currently they’re all maintained in-house with their respective departments for accessibility reasons.

For more information about Records and Information Management look here.

Samara can be reached at  scarte25@gmu.edu or  703.993.2201. Nick Welsh, Records Management Specialist, can be reached at nwelsh3@gmu.edu or 703.993.5273.

Reorganizing the GMU Oral History Program Collection

This post was written by Emily Curley, our Oral History Program Coordinator.

The George Mason University Oral History Program has conducted over 200 interviews since 1999. Because we’re always adding to the collection, it’s time to reorganize the physical collection and the finding aid.

Oral History Collection, #R0122, in our closed stacks.

What we’ve done so far:

We’ve reorganized the physical collection. This included moving CD’s of oral history interviews into new boxes and arranging the individual interviews by date, rather than alphabetically. The collection increased from nine to eleven boxes and range from the late 1970’s to 2017. These histories cover a wide variety of topics including the history of George Mason University and Northern Virginia.

Our Next Steps:

  • Comparing the finding aid to the physical collection
  • Revising long abstracts and creating missing abstracts
  • Creating a new finding aid
  • Creating workflow for periodic updates of the Oral History finding aid

We will compare the finding aid to the physical collection and fill in any missing interviews. The finding aid was last updated in 2013, so there are over 50 oral histories that need to be added. After we have confirmed that all of the interviews are updated, we will check the finding aid once again and revise some of the abstracts. Some abstracts have too much information while others have too little. Our aim is to be as consistent as possible.

A box with an oral history pulled out to show what information goes on the labels.

After confirming that the abstracts are correct, I will be working with the Archives and Manuscript Librarian, Liz Beckman, to create a new finding aid, which is expected to go on our website sometime this summer.

Finally, I will create a guide for the next oral historian (who will start in September) so that they can periodically add new interviews and keep the finding aid up to date.

Links

GMU Oral History Program

Youtube

Finding Aid

Other Oral History Holdings

OMEKA Site

To search the collections held at Special Collections Research Center, go to our website and browse the finding aids by subject or title. Appointments are not necessary to request and view collections. Additionally, requests can be made to listen to oral histories in our Reading Room. Copies can also be made for a fee, which are listed on our website. Some oral histories may need to be converted to disk before they are available to patrons. For questions about oral histories, contact Emily Curley. To schedule an appointment or to request copies of an oral history, contact our Research Services Coordinator, Rebecca Bramlett.

Civil Rights in the James H. Laue Papers

James H. Laue was born in River Falls, Wisconsin, in 1937. In 1959, Laue was admitted to the Harvard graduate program in sociology where he studied race relations and the sociology of religion. During his graduate studies, Laue became involved in the Civil Rights movement, attending lunch counter sit-ins, church “kneel-ins,” and protests organized by the Southern Christian Leadership Conference and the Student Nonviolent Coordinating Committee, giving him first-hand knowledge that he would go on to use in his 1966 doctoral dissertation, “Direct Action and Desegregation: Toward a Theory of the Rationalization of Protest.”

Civil Rights Notebook-Atlanta Sit-In, page 19. James H. Laue papers, Collection #C0055, Box 53, Folder 02, Special Collections Research Center, George Mason University Libraries.

Civil Rights Notebook-Atlanta Sit-In, page 19. James H. Laue papers, Collection #C0055, Box 53, Folder 02, Special Collections Research Center, George Mason University Libraries. Click image to enlarge.

 

In 1986, Laue came to George Mason University and became the first Lynch Professor of Conflict Resolution. Until his death in 1993, Laue participated in dozens of academic conferences, taught numerous classes and workshops on dispute resolution, published scores of academic papers, collaborated with Civil Rights activists and arms-control advocacy groups, delivered sermons at churches and speeches at graduate commencements, and remained active in the field of peacemaking and conflict resolution.

 

"Mission Statement". James H. Laue papers, Collection #C0055, Box 5, Folder 02, Special Collections Research Center, George Mason University Libraries.

“Mission Statement”. James H. Laue papers, Collection #C0055, Box 5, Folder 02, Special Collections Research Center, George Mason University Libraries. Click image to enlarge.

 

Poster for GMU Event. James H. Laue papers, Collection #C0055, Box 98, Folder 14, Special Collections Research Center, George Mason University Libraries.

Poster for GMU Event. James H. Laue papers, Collection #C0055, Box 98, Folder 14, Special Collections Research Center, George Mason University Libraries. Click image to enlarge.

 

His papers contain manuscripts, workshop papers, notebooks, legal documents, photographs, audio cassettes, memorabilia and correspondence with influential figures like Coretta Scott King. These papers document Laue’s development as a sociology student and Civil Rights activist in the early 1960s through his career as a mediator and professor of urban sociology and conflict resolution into the early 1990s.

The James H. Laue papers can be searched by clicking on any of the links above. If you are interested in learning more about the School of Conflict Analysis and Resolution at George Mason University, click here.

To search the collections held at Special Collections Research Center, go to our website and browse the finding aids by subject or title. You may also e-mail us at speccoll@gmu.edu or call 703-993-2220 if you would like to schedule an appointment, request materials, or if you have questions. Appointments are not necessary to request and view collections.

Vietnam Moratorium “Scroll” Documents George Mason College Community’s Activism

Student representative from the George Mason College Vietnam War Moratorium Committee presents Chancellor Lorin A. Thompson with petition asking college administration to excuse members of the campus community from classes on October 15, 1969. From The Gunston Ledger, Volume 7, Number 4. October 14, 1969.

Student representative from the George Mason College Vietnam War Moratorium Committee presents Chancellor Lorin A. Thompson with a petition asking college administration to excuse members of the campus community from classes on October 15, 1969. From The Gunston Ledger, Volume 7, Number 4. October 14, 1969.

On October 10, 1969 a neatly dressed George Mason College student presented Chancellor Lorin A. Thompson with a loosely-rolled scroll of paper containing the signatures of over 600 Mason students, faculty, and staff. The document petitioned Thompson to excuse students, faculty, staff and administration from classes and college business on October 15 so that they might have the opportunity to take part in local events pertaining to the Vietnam War Moratorium.  The Moratorium was a day-long series of events held in municipalities and on college campuses across the United States and the world to call attention to, and protest the United States’ involvement in, the Vietnam War. Thompson, photographed while receiving the petition, displayed a less-than-enthusiastic reaction to the document both in his facial expressions and in his words. He insisted that the college’s obligations to the state and its citizens mandated that it remain open, and students, instructors, and staff must be present on that day. He left the matter of attending the Moratorium activities up to the individual, who would be responsible for any consequences for missing class or work.

Vietnam War Moratorium petition photographed while taped to the wall of an unidentified George Mason College building. From The Gunston Ledger, Volume 7, Number 4. October 14, 1969.

Vietnam War Moratorium Petition photographed while taped to the wall of an unidentified George Mason College building. From The Gunston Ledger, Volume 7, Number 4. October 14, 1969.

George Mason College was not known for news-making protests or acts of civil disobedience during the Vietnam War era. Nearly all 1,890 George Mason students lived at home in their quiet suburban neighborhoods, most of them hailing from families with military or civil service backgrounds. Though students spoke their mind about the war regularly in the student newspaper, The Gunston Ledger, there had only been a handful of isolated incidences of antiwar activities at Mason. These were limited to symbolic draft card burnings and teach-ins, involving a few Mason students and faculty. The Vietnam War Moratorium movement of October 1969 marked a high point in activism at George Mason College. Just under one-third of the entire student body, faculty, and staff played a part in this movement-even if it was as small as putting a name to a piece of paper.

Box containing Moratorium Petition. From the George Mason University Office of the President records, 1949-2004 #R0019.

Box containing Vietnam War Moratorium Petition. From the George Mason University Office of the President records, 1949-2004 #R0019.

While working in our collections storage area in SCRC, the author came across a map storage box with a label reading: “Petition (Anti-Vietnam War) 1969”.  It was opened, and the 12-foot-by-16-inch manuscript was carefully unrolled for a few photographs before gently re-boxing it. The document still bears the masking tape that was used to attach it to a wall of one of the six campus buildings that comprised George Mason College in 1969.  Attached to the bottom of the document is a memorandum of October 3, 1969 from Mike Baker, the president of the Student Government, acknowledging that the body had voted 8 to 3 to endorse the Vietnam Moratorium. Student, faculty, and staff signatures grace the manuscript, which, when unrolled, bears a slight resemblance to the scroll containing Jack Kerouac’s original manuscript to On the Road.

The Vietnam Moratorium Scroll opened up in the SCRC collections storage area. The document is over 12 feet long. From the George Mason University Office of the President records, 1949-2004 #R0019.

The Vietnam Moratorium Petition opened up in the SCRC collections storage area. The document is over 12 feet long. From the George Mason University Office of the President records, 1949-2004 #R0019.

Moratorium Petition. From the George Mason University Office of the President records, 1949-2004 #R0019.

Top part of the Moratorium Petition. From the George Mason University Office of the President records, 1949-2004 #R0019.

It appears that this document itself played a relatively minor role in the larger Moratorium movement, judging by the small amount of newspaper space (a few sentences in two small articles) dedicated to it. The Moratorium events and corresponding editorial commentary received major coverage in the student paper for weeks afterwards.  But the scroll has survived as an artifact to help tell the story of this brief moment in the institution’s history, and it enables us to take a little trip into the past and understand what was important those who were here nearly 50 years ago.  Discoveries like this one help illustrate the value of archives and the archives professionals who preserve them.

The document is part of George Mason University Office of the President records, 1949-2004 #R0019.