ARCHIVES 101

By Ellen Sowchek

Activist? Architect? Anarchist? Archivist? As Pace University Archivist I have, at various times, found myself addressed by all of these titles - some more imaginative or alliterative than others. Of course, only the last is (officially) correct, but I think this is an excellent illustration of the fact that many people are unaware of what an archivist is or does. Webster’s Ninth New Collegiate Dictionary defines archivist as "a person in charge of archives." While this is absolutely true - I am a person, and I am in charge of archives - it is not very helpful if you do not know or have only a vague idea of what archives are, and therein lies the source of the confusion. Both archivists and archives suffer from what advertisers might call low product recognition. In the following article I would like to introduce you to the Pace Archives: what they are, how they are used and, by so doing, to enable you to understand their importance to the University.

The Pace University Archives was established in 1981, the year in which Pace celebrated its 75^th Anniversary. Organizationally part of the Pace University Libraries system, it is located on the New York City campus, on the 15^th floor of the 1 Pace Plaza building. Its purpose, as described in its mission statement is "to provide Pace administration, faculty, students, alumni and trustees with access to information on subjects related to the history of the University, its academic mission and its goals. The Archives performs its time-honored obligation to collect, arrange, describe, preserve and provide access to collections, not only for the Pace community but also for scholars from throughout the world whose research may require access to the Archives’ unique materials."

What are these materials? Simply, they are permanently retained records of historical, legal, fiscal, and administrative value to the University. These records come from many areas and take various forms. The Pace University Archives actively collects records in the following areas: records of the Board of Trustees: minutes, memoranda, correspondence and reports; records of the Office of the President, Provost, Deans of the various Schools within the University: correspondence, administrative subjects files and reports; minutes, memoranda and reports of all major academic and administrative committees, including the Faculty Councils and the University Senate; accreditation reports and supporting documentation; annual budget and audit reports; all publications, newsletters, or booklets distributed in the name of the University, including: catalogs, special bulletins, yearbooks, student newspapers, university newsletters, alumni magazines, and ephemeral materials; audio and visual materials documenting the development of the University such as still photographs, negatives, oral history interviews, and audio tapes. Collections are intended to reflect all constituencies of the University: administration, faculty, staff, students and alumni.

Although this might seem like a fairly exhaustive list, it is important to note that there are certain types of records that the Archives does not collect. Among these are: student records, which are kept by the Registrar’s office; faculty and staff personnel records, which are kept by the Human Resources office, financial records, other than annual budget and audit reports, which are kept by the Controller’s office, and current legal records, which are kept by the University Legal Counsel.

As Archivist, it is my responsibility to see that these materials, once collected, are properly arranged (so they may be accessed when necessary), described (by means of appropriate bibliographic finding aids), and preserved (including seeing that they are properly stored and making simple repairs when necessary). It is also my responsibility to provide reference service to researchers requiring information found in these materials.

Who uses the Archives? People from all areas of the University: students researching papers or writing for student publications; faculty engaged in research; administrators needing specific documents relating to University operations; staff writers requiring information or photographs for University publications; the Alumni office, looking for memorabilia to exhibit at annual reunions; outside researchers writing about individuals connected with Pace. The common thread that unites them is the need for primary source information about the University. Is the information available? Most of the time, although in some cases material does not exist, or was not saved prior to the establishment of the Archives.

Archives are part of the life-cycle of documentation. When materials are created they are current; after their immediate use, they become inactive for a time; finally, a decision is made as to whether or not the material is such that it must be permanently retained. Who makes this decision? The archivist, based on professional training and experience. This is perhaps the most subjective and, therefore, the most difficult part of the job. But it is also the most important.

I hope that I have given you a better insight into what the Pace Archives are, and what the "person in charge of archives" does. In future articles I hope to highlight some of the truly fascinating material housed in our collections. In the meantime, I hope if you have the opportunity you will visit the Pace Archives - a truly unique part of the Pace University Library system.

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