Archives and Libraries section meeting October 15, 2010

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Archives and Libraries section meeting

October 15, 2010


In attendance:

Doug Boyd (
U
niversity of

Kentucky)
,
John Cash (Independent)
,
Maryna Chernyavska
(U
niversity

of Alberta)
,
Sara Dockery (W
estern

Kentucky U
niversity
)
,
Lani Herrmann
(Indep
endent)
,
Jason
Jackson (Indiana U
niversity
)
,
Terri Jordan (Sam Noble Oklahoma
Museum of Natural

History)
,
Rebecca Karr
, visitor (
U
niversity of Wisconsin, Madison)

Cathy Kerst (American Folklife Center, Library of Congress)
,
Mary Koegel
(
Independent)
,
Virginia Luehrsen (U
niversity of
T
exas,
Austin)
,
Alisha Mar
tin (Kentucky
Folklife Program)
,
Nan McEn
tire (Indiana State
U
niversity
)
,
Maurice Mengel (
U
niversity

of Cologne)
,
Marcia Segal (
American Folklife Center, Library of Congress
)

Moira Smith (Indiana
U
niversity)
,
Michael
Taft (
American Folklife Center, Library of
Congress
)
,
Kay

Turner (Brooklyn Arts Council)
,
Kristi Young (Brigham Young
U
niversity
)
,
Cathy Kerst (American Folklife Center, Library of Congress),
Randy
Williams (Utah Stat
e
U
niversity
; section chair
)


I.

Review

and approval of the 2009 section minutes


II.

Financial report



$3677.00

Balance, excluding the Louisville digitization workshop (2009
-
9
-
1)


+

$ 840.00

Revenue (Louisville workshop)


+

$ 545.00

FY10 revenue ($475 membership and $60 Boise workshops*)


-

$ 500.00

FY10 expenses (Grimshaw Prize)



$4562.00

Ending
balance, as of September 1, 2010


* Tim Lloyd is looking into the reason why this amount is so low.


III.

Welcome (delayed until more people had joined the meeting).


At Randy’s invitation, people

introduced themselves and gave a brief description


of their work.


IV.

Committee reports


A.

Prize committee



1.

Randy th
anked those members cycling off
: Andy Kolovos,






Michael Taft and herself. Michael announced that the recipient of the
2010




Brenda McCallum Prize is Brent Burgin, Archivist for the University of South




Carolina Lancaster Native American Studies Archive and Native American




Studies Program, for the development of their archive.

Michael gave his




report; it appears here
in full:


“The American Folklore Society’s Archives and Libraries Section is happy to
announce that the 2010 Brenda McCallum Prize is awarded to Brent Burgin,
Archivist for the University of South Carolina Lancaster Native American
Studies Archive and Nati
ve American Studies Program, for the development
of their archive. Mr. Bergin was instrumental in the creation of the archive’s
finding aid, the digital gallery of Catawba Nation images and the development
of the Georgia Harris online exhibit. Mr. Burgin w
as nominated by Professor
Stephen Criswell, Director of Native American Studies at USC Lancaster.


“Working with noted Catawba scholar Thomas Blumer and local Native
American communities, Mr. Burgin worked to acquire and build the archive.
“The archive,”
notes Burgin “is designed to promote a better understanding of
local and state Native American history and culture and will support the new
USCL Native American Studies program."


“The prize is given for exceptional work dealing with folklife archives or t
he
collection, organization and management of ethnographic materials. The Prize
committee feels that Mr. Burgin expertly created a finding aid and digital
collection of important Native American ethnographic materials that supports
academic teaching and co
mmunity history and folk heritage.”




2.

Election of members for new terms: Kelly volunteered
(before meeting) to be
chair for coming year, and she and Jodi Perkins will continue. One or two new
members therefore were needed:
Rebecca
Karr

volunteered to b
e on
committee, and Mary Koegel also volunteered to serve on the committee; it
was moved, seconded, and accepted that they
(with Kelly and Jodi)
would
comprise the new prize committee



B.

Web site



1.

Randy reported on the new AFS web site. The site is n
ow up and available.
I
n
a nutshell, we are not using Drupal, but instead yourmembership.com is the
host site, with a simplified version of html and php. It looks like Facebook
interface. Users can add profile information, and each member has chance to
crea
te and edit profiles. Randy recommended that members try it out. At
present, permissions to change other information remains with Tim and
Lorraine, but Randy thinks the sitting committee for the web site should have
these permissions as well.

[Since the me
eting, Randy found out that all
members can make changes, but hopes that only the section chair or prize
committee members will do so; in an effort to keep things consistent.
However, if any section member notes an error or would like to suggest a
change,
they should please do so to the section chair.)




2.

Drupal:
At the 2009 section meeting an Internet Architecture Group was
formed to make a plan for the section’s web presence. Although, AFS has
gone another route with the website,
Rebecca
Karr
read the
letter written by
Janet Gilmore (not in attendance)

who was chair of the group. The letter
explains the groups work
.

Please note
, much of the information in the letter is
now out of date, as the website is fully functional and updated.

Members of
the Inter
net Architecture Group 2010 are
Janet Gilmore, Nicki Saylor, Kristi
Bell, Guha Shankar, and John Fenn.

Cathy Kerst added comments (at the end
of the letter). The text was not read in the meeting, but summarized, and
appears below in full:



AFS has not mov
ed forward as rapidly as hoped with the conversion of

Section web pages to Drupal, the proposed new “do
-
it
-
yourself” content

entry format.



The A&L Internet Architecture Group was organized at AFS 2009 to

become informed about the upcoming Drupal forma
t. Because of the AFS

slowdown, instead Janet and Nicki tried to set up a review of the existing

Section website content and format. Nicki set up a participatory Google

Docs site to review the current

section web page content and make

adjustments or
comments for submission to the Section for further review.

We did not make headway due to numerous scheduling and

communication issues among members this year, but did map out the

Section website organization and needs for updates. See list below, also


synopsis of Cathy Kerst’s suggestions for additional content.



Meanwhile, project assistant Carrie Roy learned to work with Drupal over

Spring
-
Summer 2010 while redesigning the UW
-
Madison Folklore


Program website. She set up the site and afforded va
riable types of

access, so individuals can update personal information, but only a

designated few can update the Program’s content. We found that Drupal

does not back up information we put up on the site, so we need to maintain

a repository of updated

files or we can lose them (as we did early on, and

had to reconstruct all updates). While the formatting commands are pretty

standard, they are more limited, and sometimes the website techie needs to

make adjustments in what individuals post. But bas
ically it is much easier

for individuals (in our case, Section members) to update content

themselves, and with regularity.



Pending AFS activation of the A&L Section website, a few designated

hitters could begin updating existing content to be ready to

post. Some of

these are probably the likeliest

officers and heads of committees

while

it would be helpful to designate a website coordinator to make sure that

updates get made, and saved elsewhere, with regularity. Others could

work on considering (
new) types of features/units to be represented (like

Cathy Kerst).



TIM LLOYD’S 2009 UPDATE: Re: AFS Section website conversions,

paraphrased: AFS web specialists will first move existing section pages

into the new Drupal format, making decisions about

design and

functionality.
The second step will be some kind of user
-
education so that

section members can learn how to manipulate content on the section

pages.



Our (A&L Section’s) first concerns seem to me (JCG) to be: 1.)

manipulating the content
that's already on the site; 2.) deciding on what

CONTENT and what FEATURES we'd like to retain, modify, or add; and

3.) presenting options to our membership about who will have login access

to update and modify content
--
and there could be several access

levels

depending on the feature
--
membership directories and profiles, for

example, could be self
-
serve, whereas content like what's already on the

web pages might have only a couple of annually changing updaters, etc.



Here are the present A&L Sectio
n website page breakdowns with last

content updates and authors indicated:



Section Main Page



Statement of Goals (updated 1/1/2001, web page updated 4/6/2001)



Listserv sign up info (has a different title: A & L Internet Discussion

Group) (updated 4/
6/2001)



Prizes: McCallum & Grimshaw (updated as of 2007 McCallum Prize, c.

Spring 2008)



Meeting Minutes & Reports (updated 3/16/2006, but there are links to

minutes only for 1999, 2000, and 2005)



Contact Info (these include M Taft as conven
e
r and M

Segal as McCallum

Prize contact)






Links (interesting; could no doubt be updated)






and then returns to AFS Sections Main Page and AFS Home Page



Updates are needed for many of these categories.

Updates for some will

need section subcommittees t
o deliberate over.

Seems like the side bar

could be streamlined.

What do we add to accommodate some of the

suggestions such as pdfs of syllabi; links to current events; a directory of

member profiles; a blog?



CATHY KERST’S WEBSITE ADDITION SUGGESTIO
NS:


--
syllabi having to with ethnographic and ethnomusicological archival



work



--
small list of conferences pertaining to archival work. such as IASA
--

International Association of Sound and Audio
-
Visual Archives
--
which

brings together a wide swath o
f folks working in archives, from big radio

archives (Deutsche Welle, BBC, etc.)
, to big national archives

(Bibliotheque

Nationale in Paris, British Library, etc.) to small and large

ethnographic archives (Vienna Phonogrammarkiv, ILAM in S. Africa,

plu
s very small

ethnographic research archives from many places in Asia

and Africa). This group usually meets in exotic places (Barcelona,

Athens, Sidney); IASA will be coming to Philadelphia from Nov. 1
-
6 in

2010.



--
Letting our folklore archival coll
eagues know about such conferences

plus maybe even proposing a session
--
could be done through the Section

[website].





[end report]





Randy summarized by saying that Drupal doesn’t automatically update




anything. AFS has not moved forward as rapid
ly as hoped.





Update
: the new web site is live. As of now, prize information is updated to




the present committee, and will include Michael Taft’s citation on the prize.




We have a nice web interface, and now we need to do our web profiles. Let’s




have the Drupal committee have the rights to access that. Members have the




right to access the commons area.





Rebecca asked if the site has screen caps; Randy did not know.
Jason

said




he would take the question to Tim Lloyd and the board. It

might take a year




[to do what?] Every new member will need to learn how to use the site. Randy



reminded those present that the site has an element of Facebook to it, with




levels of security. Lorraine says that if you open it to everybody, you w
ill get




notified (but Moira says you can turn that off). Lorraine added that previous




plans for a site would neither be easy nor straightforward. Randy said the next



thing to come out on listserv will be the minutes. The present members of




t
he committee are not present in the meeting today People should learn to




navigate the site to learn about the information of central interest and concern




to all.


VI.

Section
-
sponsored events


A.

Nashville



1.

Kristi Young reported that students h
ave been participating in a project for
three semesters. They have short presentations tomorrow night at 8 p.m., and
will spend the rest of time answering questions. Kristi said that it was a great
opportunity for students to get real
-
life experience. Rand
y noted that Kristi got
funding for the students to come here to Nashville.




2.

Marcia Segal

and Doug
Boyd
reported on the digital preservation workshop
given on Wednesday. For the last few years we’ve been teaching people t
o use
the equipment, what to buy etc., but now there is a buy
-
in. Digital
preservation as an issue has now exploded. In some ways the digital
preservation workshop could reflect this interest, especially in digital video,
which could be a day
-
long workshop
. Woman to my left


at the graduate
student session it was apparent that most of those who attended don’t have an
archives or libraries background, and when preservation was mentioned, they
were very interested regarding hands
-
on practice, although it doe
sn’t appear in
the curriculum. There is a call for going that route. People are intimidated by
the digital component. A workshop could simplify that. Mary mentioned there
are a lot of ideas to compile on these matters. When she was a graduate
student in fo
lklore she didn’t realize these resources were out there. She
stressed the importance of collaboration with other organizations, and also
that we think about what’s on the new web site. Kristi mentioned that if we
could partner in some way with SAA to come

up with continuing education
with it would make a difference. Doug suggested we introduce a component
of portability to the workshops; he has been working with Andy Kolovos,
John Fenn, and Marcia on the recording workshop. We won’t have the budget
to take

it on the road, and he doesn’t like a canned workshop online; a live
scenario would be better. We could do a w
ebcast a couple of times a year
,
with an interactive component, and at some point spread it out. Perhaps it
would be possible to have a live webc
ast, doing one on video, one on audio,
etc., so they aren’t crammed in. Woman next to Mary and Rebecca


if there
is a portable video cast that would be great, and it would help to let people
know that AFS is there

for them. Person next to randy

[?]
has be
en hosting
AAM webinars, where people can send in questions via chat. Doug


Theresa
Hollingsworth did a virtual FITS [Folklorists in the South] conference. He did
a two
-
hour webcast presentation on preservation of folklife materials. Kristi
mentioned that

she attended that but it would have been nice to have two
sessions. Doug agreed that breaking it up would help. Woman two down from
Doug

said that if there were short
-
term consultancies these would be useful. A
lot of folklorists in New York state have a
roundtable meeting annually. There
are people at different levels; some people feel a little anxious, and where the
anxious are the market exists. She builds archiving consultancy into all her
grants because she cannot take it on. This particular project o
n which she’s
working is so big she’d rather hire a sympathetic folklorist. Randy summed up
by saying we need to further the discussion, and then open it to discussion on
the listserv, where we can work on coming up with a plan.



B.

Bloomington meeting (2
011)


Randy discussed the possibility of sponsoring sessions; Andy had volunteered to

participate in workshops; she asked if anybody had any ideas. Mary spoke about
yesterday’s panel sponsored by this section; there had been a really good reaction
to what

turned out as a forum

good idea to continue something along those
lines

people of all backgrounds had stories about their backgrounds. Jason said
that next year’s meeting theme is being circulated earlier than usual. Informal
emphases are woven in, and th
ere is a presumption that there will be a lot of
history of the panels. There could be a lineup of a history of the field programs,
and this section could do something as part of it. There is a higher than usual
expectation that there will be work done on
history of field.

Randy


the January issue of JAF [Journal of American Folklore] will highlight
and appraise the history of folklore history since 1888. John McDowell will edit
the issue. Sections should consider a contribution to it (according to an ema
il from
Tim that Randy read in part). Moira suggested that plenty of people here could do
something on how to do archival research, and the location of research on the
history of folkloristics. Jason stated that, on behalf of host committee in Indiana,
the

university will be a rich place to work with materials at hand. Moira would be
good contact person. Person to Randy’s left suggested that neutrality and the lack
thereof in archives might be interesting. Randy said that at this point we need to
use the li
stserv for section
-
sponsored event ideas. Mary Koegel could be the
champion for this idea, and Doug and Marcia will take workshop development to
the listserv. Doug said that the IMLS grant will coalesce about them, and about
folklife opportunities in the d
igital age. It might be nice way to do section
-
sponsored presentation.


VII.

Section forms/information on the web

Randy: we have discussed in the past about materials that we have generated as
members that could go on the wiki. [More notes seem to be missi
ng here.]


VIII.

Archive projects


A.

Open Folklore Project update
-

M
oira
Smith reported that the
site
went live two
days ago. We need to consider what’s next. P
rojects aren’
t

expensive but not free
either
. T
hey are archiving sel
ected web resources in fol
klore.

T
hree sites
are up
for tests. While

it has
to be selective on some grounds,

members can help to
decide what sites to do next
. There are
methods and criteria for selection
. R
andy
asked
how
people should provide
feedback
.
Jason
described the process,
and
suggested people

check out news item
s on archiveology.

The process for sharing
a comment is shown on that site. There is a

t
ension between ease and content.

T
here is
a “
contact us


list, plus
F
acebook and
Twitter presences.

People
can
contact Jason or
Moira.

H
e shares
M
oira’s hope this group can provide more
guidance and ta
ke care of endangered resources.

The
community arts network
site
was captured
just
before the site went down and it
was
preserved

until they can
get the site back up
. M
oira
concluded
by saying that the
current crawl has yet to
be determined
.


B.

ISU folklore scanning



A
t Indiana state there is a folklore archives
that R
on
B
aker started in his filing cabinet in his office in the
1960s:

30,00

legends, jokes,
riddles, etc.

W
e
are startin
g to scan everything, with students hired to help.

Along
same lines as O
pen
F
olklore; does anybody k
now about possible funding
opportunities? [P
erson to my left]
said that the NHPRC
gave her group a grant.

T
wo grants
are possible, but

problem is that one o
f them assumes yo
u’ve got a
grant to do the work.

NEH
has grants that fit that gap
.


C.

AFS/USU


not covered (see postcard)

http://digital.lib.usu.edu/americanfolklore.php




[
Collecting Memories: Oral Histories of American Folklorists
. Collecting
Memories, a joint project of the
American Folklore Society

and
Utah State
University Special Collections and Archives
, is an effort to preserve and
disseminate the voices and images of American folklorists and the field of
folklore studies. This project is an official record of the American Folklore
Soci
ety, whose official papers are housed at Utah State University in the
American Folklore Society Records

manuscript collection.


IX.

Meeting adjourned