Draft copy 02/19/00 [RED, indicates suggested revision or addition]

SURVEY OF NC CULTURAL REPOSITORIES

PART A: NAME AND ADDRESS OF REPOSITORY

1. Name of institution (organization, association or museum):

___________________________________________________________________

2. Department title or other name of unit most directly responsible for records and/or object collections:

___________________________________________________________________

Note: If the parent organization has two or more units, administered independently that maintain collections, separate forms should be completed for each of them.

Example: A university might have both an institutional archives and a collection of historical manuscripts, one in the provost’s office and the other in the university library. Each should report separately.

3. Address of institution:

Street/P.O : __________________________________________________

           ______________________________________________________

City: ________________________________________________________

State: ________________________ Zip: ___________________________

4. Phone: _____________________ Fax: __________________________

5. URL: ______________________________________________________

6. Person in charge of your institution’s historical records program or collection:

Name:_______________________________________________________

Position title: _________________________________________________

Phone: _______________________ Fax: ___________________________

E- mail (if available): _____________________________________________

 

7. Briefly characterize your institution (mission statement):

 

 

 

 

1. Which of the following best describes your institution (circle all that apply):

1. Does your institution have a written acquisition policy (collection development
policy) identifying the kinds of materials it accepts and the conditions or terms that
affect these acquisitions? (circle one):

a. Yes (attach copy ?)

b. No

c. Comments:

2. Please indicate what types of records and/or objects your institution currently holds
and what types you are actively collecting (circle all that apply):

3. What dates are encompassed by your historical records collections (give earliest and
latest dates for bulk of collection:

____________________________ to _______________________________

 

4. Please indicate which subject areas are especially strong in your primary source
collections and those in which you are focusing your acquisition efforts (circle all that
apply):

Records Collections

5. Please indicate which subject areas are especially strong in your art object or artifact
collections and those in which you are focusing your acquisition efforts (circle all that
apply):

 

Object Collections (artifacts and art objects)
 

a. Good b. Fair c. Poor

TOTAL_:_______________________________________________________

10. From which of the following general periods do most of the photographs date? (Use
% given below).

We know it may be difficult to measure your collections exactly: give your best estimate in answering the questions below. If your collection is unorganized, estimate roughly how much space the historical records would occupy if they were in boxes or on shelves.

Do not count an item or group of materials more than once. For instance, if you know the number of photographs and the linear feet they occupy, give one or the other, not both.

Remember, for this survey we are seeking information about original historical materials and/or objects, only, not printed materials or reproductions of original documents and/or objects held by other repositories that your institution might have purchased for reference purposes. Please do not include newspapers (unless unique) or county histories (printed) or items like census microfilm purchased from the National Archives (reproductions).

Use the following approximations, if necessary, to estimate total number of linear feet:

1 Hollinger box/document case (approx. 12" x 5" x 10") = 0.5 lin. Ft.

1 Record center carton (approx. 15" x 12" x10") = 1 lin. Ft.

1 Transfer carton (approx. 14" x 12" x 10") = 2 lin. Ft.

1 Filing cabinet drawer = 2 lin. Ft.

1. Paper records (including unpublished, handwritten or typescript materials such as
loose correspondence, letter books, office files, scrapbooks, ledgers, and other
similar materials).

________________________________________________ linear feet (lin. ft.)

2. Other materials (estimate total number of items or number of linear feet for each of
the following):

Items Number or Linear feet

1. Through which of the following are users able to locate descriptions of your historical
records and/or object collections? (circle all that apply)

2. What software package do you use for cataloging? (e.g. Acceess, Minaret, InMagic,
ReDiscovery, etc.

Please name: _______________________________________

3. Are any of the following significant impediments to the use of your historical records?

(circle all that apply):

1. Estimate the average number of research requests received each year in the
following categories:

                               

Comments: ____________________________________________

______________________________________________________

2. Please indicate for which of the following purposes your collections are used (circle
all that apply) and estimate the percentage of total usage represented by each
category.

 

1. Where are your historical records and/or objects stored? (circle all
that apply):

2. What portion of the total storage area(s) are equipped with the following? (circle
closest estimate for each)

1. Does your institution have a written disaster recovery plan? (circle one)

a. Yes b. No

2. Does your institution have a trained conservator?

a. Yes (describe): ____________________ b. No

3. Does your institution make duplicates of original photographs and/or other items to
protect the original? (circle all that apply)

4. Has your institution experienced the loss of items due to any of the
following during the last 3 years? (circle all that apply)

5. During the past year, have you undertaken any of the following
preservation/conservation measures, either in-house or through an outside
contractor? (circle all that apply):

6. If you are especially concerned about the physical condition of any portion of your
collections, please explain briefly:

___________________________________________________________________

___________________________________________________________________

 

PART I: STAFF & VOLUNTEERS

1. Please estimate how many paid staff members and volunteers work directly with your
collections.

Calculate your responses by estimating the numbers of "full-time equivalents" (FTEs) for each category. Use a typical week, or estimate an average, if workloads vary throughout the year.

For instance, if your institution has two full-time and one half-time professionals who work with historical records, then your response would be 2.5 FTEs under "Paid professionals." In reporting on volunteers, add up the total number of hours contributed by all volunteers during a typical week and divide by 40 hours. Example: if two volunteers devote a total of 10 hours per week, it would be reported as .25 FTEs.

2. In what areas and at what levels do your staff/volunteers have the greatest need for
additional training? (circle all that apply)

                                                                                                                                   

PART J: FINANCIAL SUPPORT

1. Into which of the following categories does your institution’s annual spending for
collections fall? (Include salaries, building maintenance, utilities, etc, devoted
to the management, storage, and use of these collections) (Circle one)

a. Yes   b. No

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