The future of Archives

"May these be perpetual"

On the Sustainability of Archives

Opening Remarks 

Before the House and Senate Budget Committees

of the Maryland State Legislature, 

February 17-18, 2010

[Mr. Chairman, Members of  the Subcommittee:  
My name is Ed Papenfuse, State Archivist and Commissioner of Land Patents.  With me today are my Deputy, Tim Baker, and Nassir Rezvan, Director of Administration for the State Archives. 

Once again, we would like to thank the analyst, Ms. Flora Arabo, for a very fine presentation.  As always she accurately and fairly presents an analysis of the budget numbers.

For your reference and further reading, our annual report is provided on our website in the form of the minutes and agenda of the Hall of Records Commission, which we publish electronically following
each meeting at http://www.mdarchives.state.md.us/msa/intromsa/hrc/html/hrc.html.
 
This budget testimony and accompanying documents of interest are
posted on our website at http://www.msa.md.gov/msa/intromsa/html/budget.html and on my blog, http://marylandarchivist.blogspot.com.

Our major new outreach efforts this past year have been the collaboration with the Maryland Historical Trust on the reinterpretation and restoration of the Old Senate Chamber in the State House, our assumption, without funding, of the State House Tour Office, and an exhibit with the Maryland Historical Society of  some of the most valuable artwork owned by the State.

Burt Kummerow, director of the Maryland
Historical Society,with the three paintings by Charles Willson Peale 

owned by the State of Maryland that are
part of the "Maryland's National Treasures" exhibit. 

(Baltimore Sun photo by Amy Davis /
February 9, 2010)]

As we struggle with one of the worst budget crises in our history, it is time to address directly the reasons and means for sustaining the public memory in a permanent, well-protected environment, forever accessible and perpetually useful to future generations.

There are not enough resources for government to do all that the public and those in public office think it ought to do, from providing public safety, education, and health care to maintaining the infrastructure of our roads and public buildings. We live on borrowed time and massive loans from abroad. Optimists argue that if
we can only get our economy growing again, it will outpace our debt.

Pessimists tell us that poverty is too widespread and there are too many mouths to feed in a world of massive income disparity and a pervasive lack of personal self discipline. It is likely that truth lies somewhere in between, that to weather the crisis, expectations need to be scaled back, belts tightened, and the American ideal of self-reliance redefined in a collective spirit of entrepreneurial activity that produces jobs and a  renewed optimism that together we can both maintain and improve our standard of living.

In 1916, on the eve of the first Great War to End Wars, George Creel wrote a flattering piece about Douglas Fairbanks Sr., who along with Enrico Caruso was one of America's first great superstars. He argued that the country should hire Fairbanks and send him over the country as an agent of the Bureau of Grins. “Think what would happen” he wrote, “if we learned the art of joyousness and gained the strength that comes from good humor and optimism!”¹

What he wrote then, holds true today, as we cope with budget hearings and snow removal:

We are a young nation and a great nation. Judging from the promise of
the morning, there is nothing that may not be asked of America's
noon. A land of abundance, with not an evil that may not be banished,
and yet there is more whining in it than in any other country on the
face of the globe. If we are to die, "Nibbled to Death by Ducks"
may well be put on the tombstone. Little things are permitted to
bring about paroxysms of peevishness. Even our pleasures have come to
be taken sadly. We are irritable at picnics, snarly at clambakes, and
bored to death at dinners.²

To avoid being nibbled to death by ducks, we need to remember that sensibly investing in the entrepreneurial activities that sustain our memory of the past, can be one of the greatest contributions we make to the future success of the nation, whether it be to help improve our sense of humor or inspire us to re-invent ourselves rather than repeating the sins of the past. With Archives as the central cortex of our public memory, providing the cultural and informational inspiration to explore in meaningful ways what we have done right and wrong, we have a good chance of rising above our current misfortunes. Stifle that entrepreneurial spirit and we are likely to be condemned to repeat forever the same meaningless task of pushing a boulder up a mountain, only to see it roll down again.

In 1796, on the eve of his retirement from the Presidency, George Washington was presented with some mementos of the role the French played in the American Revolution. They will, he wrote, “be
deposited with the archives of the United States, which are at once the evidence and the memorials of their freedom and independence. May these be perpetual!.”³

On another occasion when pestered by historians to make his private papers available, and after agreeing that he would do so at some point, he cautioned:

It ever has been my opinion ... that no Historian can be possessed of sufficient materials to compile a perfect history of the revolution, who has not free access to the archives of Congress, to those of the respective States; to the papers of the Commander in chief, and to those of the officers who have been employed in separate Departments. Combining and properly arranging the information which is to be obtained from these sources must bring to view all the material occurrences of the War.⁴

Beginning in the 1990s, the Maryland State Archives launched a program of self-sustainability for the public records of the state that was premised on two fundamental principles:

1. that the capital resources of the State would provide proper housing for the Archives to prevent their being destroyed by environmental neglect
   
2. that the operational budget of the state would provide salaries for key archival personnel sufficient to not only care for the records as responsible custodians, but also to engage aggressively in seeking out sources of funding that would not impact the General Fund.
   

To date the capital resources of the State have not provided for the proper housing of over half of the archival collections of the State. They are currently housed in flat roofed commercial warehouses lacking in  temperature and humidity controls, easily subject to fire and weather related disaster. Plans for proper facilities are on the drawing board, but have been stalled by the recession. To correct the problem and provide for the future may cost as much as $70 million in capital improvements, but the consequences of the loss of that public memory both in dollars and in future inspiration are far greater.

As to the entrepreneurial spirit of the Archives, we have managed to work with the Judiciary to preserve and make accessible on line one of the most important of our archival responsibilities, the records of private property ownership and sale throughout the state reaching back to the 17^th century and the founding of Maryland. We have done so on initiative of the staff of the Archives, developing a web-based service and electronic archives encompassing 170,000,000 images of land records that are added to daily through the course of real estate recordings at the courthouses throughout Maryland. The service is paid for and maintained up front by those who buy and sell land through a modest fee placed in a dedicated fund generally referred to as the Land Records Improvement Fund, only a small portion of which goes towards the care and maintenance of the records on line at the Archives. In creating the service, with the permission of the Governor and the Legislature, we incorporated an overhead and investment charge designed to partially offset the general reference and research costs of the Archives which enabled us to develop the service in the first place, on the assumption that core management and entrepreneurial staff would continue to be the contribution of the State Government.

Instead, the more we have been able to earn, the less we have been permitted to do, as special fund income was siphoned off to pay for what should be General Fund expenditures, and what was earned above and beyond the immediate cost of service, was drained from our ability to develop additional sources of revenue outside the General Fund. For example, instead of providing adequate housing and maintenance of our collections, including the preventative maintenance of a valuable State art collection, we have been charged rent for the current Archives building and been forced to pay rent for the commercial space housing over half of our archival collections. In addition not only have our general fund allocations been reduced to paying only for salaries, the amount available for salaries has been persistently reduced, making it increasingly difficult to even maintain the services we currently provide, let alone think creatively about providing more efficient ways of preserving and accessing the public memory. In effect, we are being nibbled to death by ducks, instead of being provided with the life support necessary to help educate and inform a public that sorely needs to reflect with good humor and creative spirit on what we can do collectively to solve the problems of today and tomorrow.

Rather than take a further $70,000 from our general fund appropriation, I would request that attention be given to restoring our general fund appropriation for salaries to a level that actually sustains our management staff (approximately $5 million dollars) , removes the burden of rental of substandard space by pushing forward the capital investment in adequate storage, conservation, and educational facilities on site (a capital investment of about $70 million dollars from triple A bonds), and permits us to continue to use the income we generate from fee based services to further support through scanning and placing records on line, employment of a community of challenged individuals that was the hallmark of our land records project. By offering scanning and web-based services to State Agencies, we help economize in the expenditure of public dollars on the creation, storage, and accessibility of public records, employ people who otherwise must struggle for their very existence, and make more readily available the public memory so necessary to the recovery of our economy and the re-inventing of America. By not allocating investment in these goals, we suppress our ability to learn the truth and be inspired by the past, doomed to repeat our mistakes and consigned to a bleak future.

I admit it is one thing to ardently assert the value of an Archives to the future course of our state and nation, and another to prove it.  Are we indeed able to reach the public in meaningful ways that can be measured?

When given the ability to hire and reward with benefits a core entrepreneurial staff, the answer is yes.  Take the Maryland Archives designed service perpetually maintaining and providing access on line to land records.  Even in the midst of the worst snowstorm in our history up to nearly 6,000 patrons a day logged into http://mdlandrec.net, although I will admit that on Wednesday when most of us could not  make it to work and the State closed down, only 3,073 were on line that day.  The rest were probably shoveling snow.

 

 

With adequate management/entrepreneurial staff supported by the General Fund, there is much that we could do to economize state resources while providing additional employment for a large segment of our population that currently finds it very difficult to obtain work.

What this State and this Country needs is a revival of the best elements of the Works Progress Administration focused on its archival heritage.   Through law and executive mandate, all state agencies should be required to adhere to records retention and disposal schedules developed by the Archives working with the agencies.  Those schedules should require each agency to budget a charge similar to that collected by the Department of Budget and Management for communication that would be paid directly to the Archives for the perpetual care of and access to permanent records from the moment of their inception.  In addition, all state agencies would be required to relinquish all scanning of paper and microfilm records to the management of the State Archives, along with any funds appropriated for that purpose. Such centralization of paper and microfilm scanning would reduce by at least 20% the cost of all state agency scanning projects (the amount actually saved during the creation of http://mdlandrec.net) and provide a source of fee derived income for the sustainability of the whole Archives program.
 
With up to date records retention and disposal schedules, with the Archives as the mandated disaster recovery and security back up for all permanent records of the state, and with the costs of maintaining those records for public access in a pay as you go system, considerably less expensive office space would be required for State Agencies, and the overall costs of managing and delivering records for public and governmental purposes could be drastically reduced.

In these dark days of economic turmoil and recession it is time to think differently about how to move ourselves forward.  "Judging from the promise of the morning, there is nothing that may not be asked of America's noon," as long as we do not neglect the very sources of information that help us to think and act wisely.  The Archives stands ready to help with recovery and growth, but it cannot without a secure baseline of appropriated funds allocated to a core staff leading the way, adequate archival storage space, and enforcement of new scanning and records management guidelines that generate special fund revenue sufficient to sustain the Archives.

At day's end, setting aside the statistics and the rhetoric of advocacy, preserving our record heritage and conserving with loving care our treasures, are much like the vision of our founding fathers and mothers for this nation.  They are acts of faith in the future for those who come after us.    Be assured, we will do the very best we can with what we are given in the belief that better times will come .  All I can ask of you today is that you turn aside the recommendations to cut further into our General Fund budget, and approve the Governor's allowance as it now stands.

Notes:

1Everybody's Magazine, 1916, p. 730 ff. Available from Google Books: http://books.google.com/books?id=nazNAAAAMAAJ&dq=everybody's%20magazine%20george%20creel%20douglas%20fairbanks&pg=PP11#v=onepage&q=everybody's%20magazine%20george%20creel%20douglas%20fairbanks&f=false

2 Ibid.

3http://memory.loc.gov/cgi-bin/query/r?ammem/mgw:@field%28DOCID+@lit%28gw340313%29%29

4http://memory.loc.gov/cgi-bin/query/r?ammem/mgw:@field%28DOCID+@lit%28gw270422%29%29

The "Chesapeake School" past, present, and future

In June of 1974 a small conference sponsored by the Maryland State Archives entitled grandly "The First Conference on Maryland History" was held at St. John's College in Annapolis. It was meant to be a tribute to the long time State Archivist, Morris Radoff, and it contained some of the first published essays from what came to be known as the "Chesapeake School." Under the leadership of Lois Carr, an interactive group of young scholars, meeting almost daily at the Archives were making good use of the records that Dr. Radoff, Gust Skordas, Phebe Jacobsen, and others, had so carefully preserved and made accessible in the Memorial Hall of Records. At that time they were mostly colonial era records, principally court and probate gathered from the courthouses around the state after they had been 'discovered' through the vast inventory project called the Historical Records survey, a part of the first national stimulus package devised by the Roosevelt administration to give jobs to what would be called unemployed arts and sciences majors today.

Other conferences would follow, mostly sponsored by the Institute of Early American History at Williamsburg, including the one at which a summary of these remarks was given entitled The Early Chesapeake: Reflections and Projections.

By way of introduction it should be pointed out that the Cheaspeake School was not really about defining a region or even sub-regions of study, nor was it solely about what could be learned about the life styles of the not so rich and famous of the 17th and 18th century Chesapeake. It was about an extensive, energetic intellectual collaboration and interactive dicussion about community. The long lunches in the late 60's and through much of the first half of the 1970s at St. John's commons, and the frequent late night dinners that bored our wives, husbands, and significant others to death as we debated Harris's theories of generational changes, were about how best to make sense of the detail of the records so well cared for and accessible at the Archives. In all this intellectual synergy, Lois Carr was the heart and soul.

Much has been accomplished over the last 35 years in awaking scholars and the public to the wide range of topics that can be addressed by the surviving record, not only that which is on paper, but also what that paper tells us about what is found in the ground. It is important, however to add a note of caution and, what I hope is inspiration for the future.

I perhaps should re-title my comments "The Devil is in the Details of Preserving and Making Accessible the Records" so essential to the future work of the Chesapeake School and those informed and inspired by it.

What was done in the past built on the first stimulus package, the capital funds and salaries provided by the Works Progress Administration that built Archives (including the National Archives and in part the Maryland Hall of Records) and staffed the most extensive inventory of record resources ever undertaken in the United States. Out of that effort came the first generaton of Archivists incuding Morris Radoff and Gust Skordas. We need part of the present stimulus package today, if Archives on and off the Web are to survive.

The Present is exciting with regard to building public interest and confidence in the need to fund and make accessible the Archival record. The future of historical research is on and through the web linked to such extraordinarily popular public exhibits as Written In Bone which combines the best of documentary and archaeological research into a public draw unlike anything its creators expected. Go see it.

The Future for the institutions caring for the records behind such exhibits and the associated virtual reality on the web, is not bright, unless we find ways to convince the public that you can't have exciting exhibits and on-line virtual reality without a sustainable environment upon which those exhibits and those virtual reality worlds are based. It costs money in staff and space to put resources into electronically accessible form, and to sustain it there. It costs money in staff and space to maintain, describe, and make accessible archival series such as the probate records on which so much of the Chesapeake School early work depended.

That underlying superstructure of sources currently accessible and yet to be accessed is in danger of disappearing, if not altogether, in large measure, especially as it relates to electronic access. A major collection depository in Maryland has just reduced its hours to two days a week, let all of it staff related to education, record description, and web maintenance go, is thinking of selling off it s collections, and backing away from making any more of what it has known and available on the web.

The Maryland State Archives just underwent severe budget cuts amounting to nearly 25% of its operating funds (ALL of which are salaries--we have no direct appropriations for papers, pencils, computers, etc.-- we have to earn income for all of that). If we did not have a reasonably stable source of income this year (that source too was raided by budget transfers this week to the tune of half the monies in the fund), we too would be in the process of closing down.

What then can be done to shore up the collapsing infra-structure so essential to research, writing and interpreting the history of the Chesapeake Region, however defined?

1) perhaps institute tithing (10%) to your favorite archives (as long as it is the Maryland State Archives) and (as some have just now reminded us of the median age of this panel) estate planning in which your favorite archival repository gets a share

2) get your departments and libraries to support Archives directly through subsidies for on-line access. Don't let them just down load and forget. We would be happy to have sattellite servers (we have them now at a local university) that duplicate our holdings, but help pay for the cost not only of maintaining them, but for the addition of resources over time

3) help us build a stronger base of support from the public for direct tax dollars to Archival and Archaeological repositories (like the Maryland State Archives and Patterson Park) who could and do share facilities for more than their 'own' collections.

The key to the future of access to the archival and archaeological record is greater public support for direct allocation of public and private funds for the care, maintenance, and accessibility of Archives and Archaelolgical collections. We need all the help we can get in that regard.

Digital Tools and Sources for Information and Democracy

A minister friend of mine once told me that the successful formula for a sermon required that the preacher begin and end with no more than three points, and that they be made as quickly and as forcefully as possible in less than half an hour.

The excellent Knight Commission report on the Information Needs of Communities follows the formula of three main objectives in its foreword to Informing Communities Sustaining Democracy in the Digital Age:

1. Articulate the information needs of a community in a democracy,
2. Describe the state of things in the United States, and
3. Propose public policy directions that would help lead us from where we are today to where we ought to be.

I ask your indulgence to permit me to outline briefly five elements of institutional and public policy with regard to digital archives that are critical to sustaining the information needs of a community in a democracy. I propose to do so, however within the time allotted which is considerably less than 30 minutes.

Before I address the five points, allow me to circulate two images that address in greater or lesser degree all five points. The first is an exceptional painting by Richard Caton Woodville which is currently included in an exhibit at the Metropolitan Museum of Art, entitled American Scenes of Every Day Life, 1840-1910. Woodville painted this scene in Baltimore, Maryland, and it became one of the more popular reproduced graphics of its day.

The original is owned by a museum in Arkansas, which I assume because of its inclusion in the Metropolitan exhibit receives a gratis condition report and any necessary conservation for permission to include it on display.

Richard Caton Woodville (American, 1825–1855)War News from Mexico, 1848Oil on canvas; 27 x 25 in. (68.6 x 63.5 cm)Crystal Bridges Museum of American Art, Bentonville, Arkansas

Reproducing this image in any format other than as it is presented here, hyperlinked to source, requires payment of a permissions fee, and it is uncertain how long both the hyperlinked references above (one of which does not include the Woodville painting from the exhibit) is uncertain. It is one of the best ways to graphically convey the concept of Informing Communities in the middle of the nineteenth century, yet the understandable barriers to it use are expensive. The owners of the painting deserve support for its care and conservation and the authors of the exhibit text and interpretation as evidenced in their superb publication as currently available through Amazon for $37.80, deserve their royalties if similar books are to continue to be available:

H. Barbara Weinberg (Editor, Contributor), Carrie Rebora Barratt (Editor, Contributor), Margaret C. Conrads (Contributor), American Stories: Paintings of Everyday Life, 1765-1915 (Metropolitan Museum of Art Publications) (Hardcover) (Contributor)

If we are to sustain Democracy in the Digital Age, there is a critical need for good graphics and dependable information to be inexpensively and readily available in electronic form for educational purposes. This means that the critical and expository skills of historians, archivists, librarians, and educators generally need to be widely and freely available on the web through authoritative, accountable, and persistently (permanently) available electronic form (which in today's world, means the world wide web).

The second graphic is a neglected letter of Thomas Jefferson's. That is not to mean that its text is unknown, or for that matter not available in superbly edited form by the Jefferson Papers project at Yale. Jefferson's own, barely legible copy is on line at the Library of Congress, while Barbara Oberg presents the letter in volume 34 of the Papers of Thomas Jefferson published in 2007, now available from Princeton University Press for $110 or used on Amazon for $46.98. The footnote on p. 459 is both helpful and illuminating about the history of the letter, pointing to the Christie's sale where the document sold for $228,000n for the benefit of a house restoration where it was discovered. Apart from the fact that a teacher would have to go to a library or pay the tariff on purchase to read the footnote, what the footnote does not do is lead you to the original (now privately owned and not publicly accessible) or explain the context of where it was found. When I was asked to authenticate the letter, I addressed the context in which the original was found, which proved to be the papers of the editor of the Wilmington, Delaware, Mirror of the Times, James Wilson. That context remains behind and off line at the house museum, while the details of my research and his own able studies remain with the Chrisitie's document expert, Chris Coover, who wrote a very good, descriptive catalog entry for the sale (lot 485, Sale 1677).

My first point with regard to this letter is that the letter and all of the context work that went into its sale should be available on line at little or no expense to the educator and student, linked through the careful editorial work undertaken by Barbara Oberg and her staff. That means that anyone wishing to to pursue the nearly 250 papers which were published in 1801 in order to assess its distribution, could do so at little expense. At present the originating newspaper is not available on line (apparently the only copies exist on film at the University of Delaware Library), and if it were, the cost of accessing it by the teacher or student, would be prohibitive.

My second point is that there needs to be an on line audit trail from analysis to documentation that permits the educator/communicator and student to examine the images of the original sources, where they need to be accompanied by an easy to use system of user transcription and adding value to the understanding of the original.

Source: Christie's catalogue

For example, the trail to this letter should lead from the editorial work of the Jefferson papers to on line images of this original and Jefferson's copy, which in turn should allow user input with regard to further explaining context, content, and additional links to explanatory studies. A prototype of what I mean is on line as http://editonline.us, which is a wikipedia like approach to on line access and editing of documents. I do not yet have the owner's permission to place this particular document on line as an example, but what you might find there with the image of the original, would be something like the following, attached as a note to the letter, which was my suggestion for further research in 2002 when I was first asked to authenticate the document, updated when I returned to it for this conference:

This letter of Jefferson, the only one extant that he wrote on July 2, 1801, a day he felt ought to be the day celebrating the adoption of his Declaration of Independence, offers a number of possible avenues of further investigation in the context of a bitterly fought election and constitutional resolution . For example Jefferson appears to clearly articulate his ideas of separation of church and State more forcefully than his later letter to the Danbury Baptists, including the careful wording “The obedience you profess to those who rule under such an order of things [outlined in the previous paragraph] is rational & right and we hope the day is”far off when evils beyond the reach of constitutional correction, & more intolerable than their remedies in the judgment of the nation, may fix a just term to that duty.” It is important to know the intended audience (how widely distributed was the letter in the press of the day?), and to understand it in the context of how Jefferson communicated his views and ideas to the public. A sampling of the papers now in the Readex/American Antiquarian Society index (as of 11/2009) indicates at least 9 newspapers carried the letters to and from Jefferson. It appears probable that Jefferson, who responded quite promptly to the letter from the Delaware Baptists of June 26^th, intended it for publication. Why it took to September 9, is a puzzle, as is the question of its ultimate distribution for the reading/listening public, one which further research through the auspices of the Jefferson Portal, may prove instructive, assuming that all the necessary resources to do so are readily accessible there, as is the intent of the Portal. (Ed Papenfuse, Maryland State Archivist, 2002, revised 11/2009)

In all the five points to success in Informing Communities and Sustaining Democracy in the Digital Age are linked to:

Recommendation 6: Integrate digital and media literacy as critical elements for education at all levels through collaboration among federal, state, and local education officials.

Recommendation 7: Fund and support public libraries and other community institutions as centers of digital and media training, especially for adults.

[to which I would like to amend, clearly identifying Public Archives and as an additional critical constituency of the first importance to read:

Fund and support public archives and public libraries, along with other community institutions as centers of digital and media training, for children and adults.]

The five points are:

1. the establishment of authoritative, reliable, and permanent conduits that lead from exposition to dynamic editing/annotating/transcription compliments to original sources

2. comprehensive understanding of the nature, extent, quality of original sources. For example, the work of Clarence Brigham on Early American Newspapers as incorporated into such authoritative sites as the Maryland News Paper Project, need to be readily available on line as context for Newspaper research in the Early Republic. Brigham, which is not on line, appears to be the only available resource for puzzling out what newspapers Jefferson's letter to the Delaware Baptists may have been published, although any and all newspapers for the period published in Maryland can be understood through the Maryland Newspaper project which is on line, although not easily accessible by such on line indexing services by Google because its managing database is not open to outside spiders.

3. Ease of/inexpensive means of access to information using the World Wide Web

4. ability to gather authoritative leads and answer on line, easily, in the context of the user being able to add value to the understanding of the identified sources. This requires a managed editorial apparatus similar to Wikipedia which provides a community managed filter for ill informed and maliciously intended annotation.

5. Sustainability/affordability of the electronic sources of information for the community which would include a shared, distributed means of supporting resources to such neglected fonts of basic data as public archives and libraries.

In all, the underlying questions are: Who does it? Who pays for it?, in the context of a cooperative distributive network not unlike what Google has created for itself in which a wide variety of portals focused on an informed process of qualitative analysis where community questions of any nature are met with informed directions to answers that include an audit trail leading to the ongoing effort to place reliable and authentic documentary resources on line.

Ed Papenfuse

Maryland State Archvist

Friday, November 6, 2009

Jefferson Institute Conference at Monticello

on Digital Tools for Information and Democracy

Salvaging the Remains of a Family Archive 
by Dr. Edward C. Papenfuse, State Archivist
November, 2008

My introduction to the collection of historical records at Poplar Grove Plantation in Queen Anne's County, Maryland, came with a call from Adam Goodheart, Director of the Starr Center for the Study of the American Experience at Washington College. He told me that a few years ago in the course of a fascinating archaelogical field study of a Queen Anne's county plantation slave cabin, family papers had been discovered in the plantation house. At the time an effort was made to assess the content of the collection, but time and resources were limited, and not much progress was made. Since then the owner, James Wood, had become increasingly concerned about the collection, and welcomed advice on what to do. Adam asked if I could spare a day to visit the collection and offer some suggestions.

I met Adam and James at Poplar Grove on a beautiful day in May, 2008. It was clear from what we had time to sample that the surviving records were a treasure trove relating largely to the antebellum history of Maryland and the Nation, as well as to the economic history of the region throughout much of the 19th century. In one out building we even found an extensive collection of records kept by one member of the family who prospected for minerals in Guiana in the first half of the 20th century. The records were not in the best of shape and called for immediate attention to prevent any futher loss and deterioration.

I suggested a plan to James and Adam. If the Starr Center could come up with matching funds for four summer interns and recruit the interns from Washington College and the family, I would devise a salvage and management plan, provide a place to process and house the collection, and supply half the money for the interns from the Archives of Maryland fund of the Maryland State Archives.

We were exceptionally fortunate in the selection of the Poplar Grove Project staff. Washington College supplied Albin Kowalewski, who was chosen to coordinate and manage the project under my supervision, James Schelberg, who was drawn to the collection because of the significant amount of material relating to a Civil War general, and Jeremy Rothwell, who knows everyone in Queen Anne's County and the surrounding area, as well as having a deep appreciation of agricultural history. We were doubly fortunate in the family's suggestion for the internship in Olivia Wood. She not only brought a high level of enthusiasm and family knowledge to the team, but also her close relationship with her grandmother, author of an excellent book, My Darling Alice, inspired by correspondence her grandmother found in the collection, helped us all to better appreciate the cultural and literary value of what we were finding.

In all the internship was satisfying on all fronts. The interns presented their findings at a well-attended conference at Washington College on November 24, 2008. They moved the audience with the high quality of their reports, as did James Wood with his closing reflections on serendipity and entropy as it related to his unexpected inheritance of Poplar Grove and its contents.

The Poplar Grove project gave me the opportunity to put into action ideas that I had formulated over many years about how to most effectively process and make permanently accessible a large collection of family papers quickly and economically. Because the collection was in such disarray and presented a wide range of conservation issues including mold, mouse droppings, and even the presence of a decomposing dead dog, it was clearly a worst case scenario fraught with a wide range of challenges, perhaps only exciting to an Archivist, but definitely worth the effort, especially as a model for the future of collection management.

The first stage of processing was to flatten, folder, and box the collection as quickly as possible, removing the papers from the peach baskets, lard tins, attic trunks, out building attics, and second floor heaps in which they were found.

This first stage was a simple, not a terribly pleasant one, yet one filled with the 'aha's' of discovery that kept us going through several days of the very hottest weather of the summer. Thanks to James Wood, the owner, who installed an air conditioner in the kitchen of the plantation house where we worked, it was bearable. For the most part, we kept the papers in the disorder they were found, placing them in highly absorbant (cheap) folders, with as many as 6-10 flattened documents per folder, and placing the folders in a standard, one cubic foot, record center box, lined with a clear plastic garbage bag. As we foldered and boxed, a limited number of selected items that helped explain the character and extent of the collection were pulled and placed in a separate series for appraisal purposes. These would be among the first items in the collection to be addressed in the second stage of processing, and among the first to be scanned and placed on line..

To get to the comfort of our processing office as quickly as possible, we worked at a fast pace. Adam joined us as much as he could and was forever encouraging us to look more closely at the scraps and nooks and crannies for more, when we were sure that we had salvaged all that could be kept from recycling. Generally he was right, but at last we did manage to take under our charge almost every salvagable scrap of record remaining at Poplar Grove. We were pleasantly interrupted a few times by the press which took a great interest in our work and gave the project national publicity, which the Starr Center in turn reflected in a very popular Project Blog to which we all, in some measure contributed articles.

In the end we moved over 80 record center boxes and oversized containers to the Archives processing center (a commercial warehouse, the address for which we do not make publicly available for security reasons).

The rest of the 10 week summer internship was spent in the comfort of the warehouse office sorting, refoldering into acid neutral folders placed in archival storage boxes, and scanning the papers in their sort sequence. The collection was sorted into series that seemed, from the appraisal selection and our initial boxing experience, to make the most sense for the overall management of the collection. For Poplar Grove that generally meant sorting by principal recipient or person most likely to have been associated with keeping the records. We did not intend to spend a great deal of time doing more than making a best guess at series sorting and keeping the results in as good chronological order as possible. Little time was meant to be spent on refinement of sorting. The idea was to provide a simple, logical framework for the gross management of the collection, employing elementary conservation techniques as we went along. For example, the cheap folders for the intial boxing absorbed much of the unwanted moisture and helped flatten the papers. The sorting and refoldering was accompanied by elementary cleaning, and scanning of as much of the contents as the time of the ten week internship permitted. The work of refined cataloguing, description, and indexing would be left to the virtual reality of the web based inventorying, transcribing, and editing programs which I had designed.

As part of the proof of product of the internship, Olivia Wood had the dual responsibility of testing our new approach to on-line transcription and editing of collections, the pilot for which is http://editonline.us. While the project staff did most of the scanning, the Archives staff (in the person of Erin Cacye, now on staff, but also a former MSA intern) scanned the first series, a collection that was found very early on in the bottom of a nearly empty trunk in the bee infested attic of Poplar Grove. Eventually all the scans of the collection will be accessible through this pilot editing and transcription project, enlisting as much free help on line as possible in transcribing the contents of the collection.

Once all but the fragments of paper had been placed in archival acid free folders and boxes, the Assistant Director of Special Collections at the Maryland State Archives, Maria Day, labeled the boxes, counted the folders, and described the collection to the box or book level in our Special Collections cataloguing system. Her cataloguing work can be found on line at the Maryland State Archives web site as Special Collections MSA SC 5807, the James Wood Poplar Grove Collection. There it is linked to the ebooks of the papers themselves which I produced in the evenings and on weekends on my home computer as my personal contribution to getting the project on line.

In doing so, I intentionally used a very simple ebook approach written in Perl that I had devised for my own electronic publications. The Perl programs produce a static, as opposed to a dynamic, ebook. Dynamic ebooks are generally created on the fly utilizing database/table driven systems such as sql or Oracle and pose massively expensive future problems of management and deployment. I believe that this static ebook approach is all that an individual or struggling historical society can afford, and that it makes the product, the resulting html based ebook, as close to platform and operating system independent as possible in the rapidly changing and volitile world of electronic information.

Not all of the scanning of the Poplar Grove collection completed to date is as yet on line, nor, as of this writing, has the whole of the collection been scanned, but I hope to have it all on the web in the near future, resources permitting. As a rule of thumb in 2008 dollars, it costs about $250 an archival box (a legal sized acid neutral box approximately 5" by 15") to process, folder, scan and place its contents on line, and about a cent a page per year to maintain it live on the web. As of this date we have 72 boxes of original papers from Poplar Grove, of which we have placed on line approximately 3000 images of the estimated 15,000 manuscript page images in the collection, or about 20% of the manuscripts, not bad for ten weeks worth of work by four people. We now need to find funding to complete the project and sustain it. The prospects for any additional State support beyond hosting what is already completed are bleak. In 2008 dollars, $14,400 is required to complete the scanning and mounting the images on line, and about $150 a year to keep the web site of all the images up and running for public access and use.

We welcome contributions towards the further scanning and maintaining of this and all other collections, public and private. All such contributions are tax deductible and should be made out to the Friends of the Maryland State Archives, which is the private, non-profit, fund raising arm of the Maryland State Archives:

Friends of the Maryland State Archives
c/o the Maryland State Archives
350 Rowe Boulevard
Annapolis, Maryland 21401

Disaster Recovery World War II Style

It Should Be About the Children:Defining & Practicing Civic Authority in the United States

image courtesy of Charles Schwartz, originally in the Jackie Napoleon Wilson Collection

What follows are four quotes from the Era of the American Revolution, three relatively brief, and one extensive, that participants in a teachers' workshop I gave were asked to identify as to author and source. The quotes were intended to stimulate discussion during a presentation about using the Maryland State Archives Documents for the Classroom. All the quotes have a local (Maryland) connection to major themes in teaching American History. The prize for identifying the author and source of the quotes was a useful book of essays and documents relating to the Declaration of Independence published by the University of Virginia Library as a tribute to a major donor, Albert H. Small whose collection the book features.

The teachers were asked to identify by whom, when and where they were written, explaining their context and their relevance to both Maryland's and the Nation's past, present, and future.

They were told that clues to the answers would be found in the lecture and in the document packet Writing It All Down on the Maryland State Archives web site, which they had been assigned in advance of the workshop.

The quotes provoked a lively discussion, not only with regard to sources and meaning, but also with respect to how important it is to preserve and make accessible local documents for the teaching of American History and Civic Responsibility.

The initial version of this blog entry was intended for the exclusive use of the teachers as a means of engaging them on line for the purposes of the workshop, but on reflection, I thought that a wider audience might be interested in their origins and reflecting on their significance.

Quotations:

1. "He has affected to render the Military independent of and superior to the Civil Power."

2. "He has waged cruel war against human nature itself,violating it's most sacred rights of life & liberty in the persons of a distant people who never offended him, captivating & carrying them into slavery, in another hemisphere, or to incur miserable death in their transporation thither. This piratical warfare, the approbation of infidel powers, is the warfare of the CHRISTIAN king of Great Britain. Determined to keep open a market where MEN should be bought & sold, he has prostituted his negative for suppressing every legislative attempt to prohibit or restrain this excrable commerce. And this assemblage of horrors want no fact of distinguished dye he is now exciting those very people to rise in arms among us, and to purchase that liberty of which he has deprived them by murdering the people on whom he also obtruded them: thus paying off former crimes committed against the LIBERTIES of one people, with crimes which he urges them to commit agains the LIVES of another."

3. "the doctrine of non-resistence against arbitrary power and oppression is absurd, slavish, and destructive of the good and happiness of mankind." quoted by Saul Cornell in A Well Regulated Militia," (2006), p. 131.

4) "Vox Africanorum"

Charge to the teachers' workshop: determine when the following was published and why. Is it significant? Should it be used in teaching about American History with Maryland sources? Why?

To a people whose characteristic virtues are justice and fortitude, in the exercise of which they have become the wonder and astonishment of the universe,
we, the black inhabitants of these United States, humbly submit the following address.

When Great-Britain essayed to make her first unjust and wicked attempts to forge chains to enslave America, the noble spirit of liberty and freedom uttered her voice.

America, with the meekness of a lamb, remonstrated against the wickedness of the attempt; but Britain, lost to every sentiment of justice and virtue, and sunk in every vice, obstinately persisted in the rash attempt.

America then, nobly animated with the love of liberty, assuming the fortitude of a lion, stepped forth, and proclaimed, "We Will be Free."

The world beheld with admiration mingled with applause, and heaven smiled approbation.

Determined in her resolutions, America has borne the storms and complicated pressures of an eight years war, purchased at the price of her blood and treasure,and even at the risque of her existence, she has at length obtained her liberty, the darling object of her soul; universal joy has diffused itself through all her borders; acclamations of gratitude on this occasion, from the lips of her every free-born son have ascended to the throne on high; the glorious deeds of America are recorded in the court of heaven.

When an address is made to men, who have been born free-- to Americans, who have been alarmed, and nobly roused into virtuous activity at the first dawnings of slavery-- to men whose hearts are warm --whose minds are expanded with the recent acquisition of their own liberty and freedom-- to men whose actions and whose sufferings have been unparalleled in the annals of mankind during a conduct of many years, to retain, and to transmit,without diminution, the rights of humanity and blessings of liberty to their posterity---

When an address I say, is made to such men, by fellow creatures groaning under the chains of slavery and oppression, can we doubt of their becoming he friends and advocates of the enslaved and oppressed?

Can we doubt of touching their feelings and exciting their attention?

-- No --

to doubt would be wickedness in the abstract -- it would be sinning against the solemn declarations of a brave and virtuous people.

We have lately beheld, with anxious concern, your infant struggles in the glorious cause of liberty--We attend to your solemn declaration of the rights of mankind-- to your appeals, for the rectitude of your principles, to the Almighty, who regards men of every condition[?]and admits them to a participation of his benefices

--We admired your wisdom, justice, piety, and fortitude.
To that wisdom, justice, piety, and fortitude, which has led you to freedom and true greatness, we now appeal.

Freedom is the object of our humble address.

Our abject state of slavery, a state of all others the most degrading to human nature, is known to every American; We shall not, therefore, descend to the disagreeable task of wounding the feelings of any by a description.

In the language of your humble addresses to the inexhorable throne of Britain, permit us humbly to address you.

Liberty is our claim.

Reverence for our Great Creator, principles of humanity, and the dictates of common sense, all convince us that we have an indubitable right to liberty. Has not the wisdom of America solemnly declared it?

Attend to your own declarations--

"These truths are self-evident---all men are created equal; they are endowed by their creator with certain unalienable rights; among these are life, liberty, and the pursuit of happiness."

We shall offer no arguments--nay, it would be insulting to the understanding of America at this enlightened period, to suppose they stood in need of arguments to prove our right to liberty. It would be to suppose she has already forgot those exalted principles she has so lately asserted with her blood.

Though our bodies differ in colour from yours; yet our souls are similar in a desire for freedom. Dispairty in colour, we conceive, can never constitute a disparity in rights. Reason is shocked at the absurdity. Humanity revolts at the idea!

Let America cease to exult --she has yet obtained but partial freedom. Thousands are yet groaning under their chains; slavery and oppression are not yet banished this land; the appellation of master and slave, an appellation of all others the most depressing to humanity, have still an existence.

We are slaves! To whom?
Is it to abandoned Britons?
Permit us to refer you to facts;
let them make the reply. A people who have fought--
who have bled-- who have purchased their own freedom by a sacrifice of their choicest heroes -- will never continue the advocacy for slavery.

Pride, insolence, interest, avarice, and maxims of false policy, have marked the conduct of Britain -- but shall pride, insolence, considerations of interest, avarice or maxims of false policy, lead America to a conduct inconsistent with ther principles?

Forbid it Justice--forbid it wisdom-- forbid it sound policy?---
Every principle which has led America to freedom and greatness forbid it.
Has the laws of Nature doomed us to this abject state --- shut out as it were, from the benign influences of religion, knowledge, arts and science --excluded from every refinement which renders human nature happy!

Why then are we held in slavery? Is it by any municipal law?
If so, YE fathers of your country; friends of liberty and of mankind,
behold our chains!

Lend an ear to the voice of oppression-- commiserate the affections of a helpless and abused part of the human species.

To you we look for justice --deny it not--it is our right.

VOX AFRICANORUM


Post Script:

If you would like to listen to the Vox Africanorum text, download the wma file (for Windows users only)

You might also like to read the reflections of "Common Sense," published on May 1, 1783, when approval of the Treaty of Paris and the official end of the Revolution appeared to be close at hand.