Nelson, Michael: Summarizing Archival Collections Using Storytelling Techniques
Moving archival collections
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Transcript of Moving archival collections
Moving Archival Collections
Relocation
Why move?What kind of move?Will you be moving, too?Who is in charge?On what scale?Access: Will your collections remain open to
researchers?
My Move
Small scale archival moveChallenge: five collections, five locationsPart of a larger structure; little fish, big pondNew location: new archivist in chargeArtifacts and reference materials
Sisters of Mercy
Steps: the Planning Process
PlanningResearchRequest For ProposalBidder’s MeetingSelecting a MoverPackingArrivalCelebrating a job well done
Planning
How much will it cost?, (do you have funding?)
Who’s in charge?How much stuff? What kinds of stuff?Will you have cooperation of your
organization?When does it need to happen? Establish
TimelineThe early bird gets the worm!
Be Flexible
Our Plans
Mercy Archivists have been collaborating since 2003Selected moving company in April of this yearAccess : Mid-Atlantic former regional collections will
be closed until the move has been completed in October 2012
Cost is a factor – move must fall in fiscal year 2012-2013
Small scale move – approx 1500 linear feet, artifactsCOO has been a great allyUnprocessed collections
Research – Where do you begin?
What kinds of movers are out there?How much will you need to move?Measuring your collectionsIssues of ownership, donor agreementsInsurance concernsSAA Listserv – recommendations, experiences Moving Archives: The Experiences of Eleven Archivists, Edited by
John Newman and Walter Jones. Lanham, Md.: Scarecrow Press, 2002. x,124 pp. Available from the Society of American Archivists, $30.00 members, $35.00 non-members. ISBN 0-8108-4500-8.
Helpful Library/Archival Movers
SAA ListservOther Sisters of
Mercy ArchivistsInterviews: Made
initial contact with 10-12 companies
Mercy Heritage Center
Clancy-Cullen Moving Systems
Hallett MoversWilliam B. MeyerNational Library
Relocations
Our Research
Request For Proposal
A request for proposal (RFP) is issued at an early stage in a procurement process, where an invitation is presented for suppliers, often through a bidding process, to submit a proposal on a specific service. The RFP process brings structure to the procurement decision and is meant to allow the risks and benefits to be identified clearly up front.
Draw up Project specifications: Company Experience Company Project Team Route Planning Security Insurance and Risk Management Pricing References
Our RFP
Cover Letter; Explain who you are, your archives and your organization
How will company respond? Timeliness, professionalism
Best fit for our organization, in accordance with mission?
What are our ‘no-compromise,’ issues?
Bidder’s Meeting
After initial interviews with companies, invite several to a Bidder’s Meeting with all the important players
As per our COO: the meeting is for them to ask you clarifying questions
Good way to get a feel for the company: Competent? Giving you their undivided attention?
Selecting a Moving Company
Proposals have come in, how do they look?Best fit? Cost? Feasibility?Side by side comparisonConduct second round of interviews if
necessaryThrow out top and bottom contendersAlways keep your options open
So Far so Good
We went with a non-library moving companyGood price, willing to work with us, cater to
our particularitiesWill provide packing – age and physical
nature of move is a factorOther Sisters of Mercy communities have
recommended the company and staffSatisfies our mission
Things I’ve Learned
You can’t plan early enoughEnlist help – COO has been invaluable – dealing
with professional companies, outside worldComfort is a factor: have to meet those involvedWhat is best for your collection?Anticipate using markers for labeling cartons of
packed boxes