Archives for the lay person: a guide to managing cultural collections provides is a “one stop shop” for anyone involved with smaller archival collections. It gives practical advice on managing paper-based records, photographs, audio and video material, books, art and objects. While primarily designed for people working in smaller archives and other cultural and heritage organisations, it also provides useful guidelines for those who are teaching or learning about archives management.
The author, Lois Hamill, is a University Archivist and Assistant Professor at Northern Kentucky University, with experience working with local history society, church and government records. This experience has resulted in a book that gives clear, practical guidance that does not assume previous knowledge on the part of the reader but also does not dumb-down or ignore key archival principles.
Chapters cover definitions and concepts, acquisition, organisation, arrangement and description, management of photographs and other different formats, reference and researchers, security, exhibits, storage, specialists, volunteers and disaster preparedness. Although such a broad coverage runs the risk of missing important points, Hamill keep gaps to a minimum by focusing on the key areas and breaking them down into logically flowing steps. These steps are very much based on what works in the real life and are supported by many useful context-based examples that the reader can apply to their own situation. The chapter content is also supported by an extensive range of templates in the Appendices that can be adapted to fit the reader’s own situation, as well as a useful index and additional resources at the end of each chapter that include notes by the author explaining their usefulness.
Day-to-day issues that are often missed in archival literature are not overlooked either. For example Chapter 7: Reference and researchers and Chapter 8: Security both contain practical gems of advice regarding patron support and security management, while chapter sub-sections such as How to arrange photographs (Chapter 5) and Comparison of archival and museum exhibits (Chapter 9) also contain valuable and often-missed content.
While one book cannot cover all archival formats in detail, Hamill’s approach (providing initial format-neutral general guidance with format-specific instructions where required) works well and addresses most issues that a person working in smaller archives or cultural collection would face. While the book focuses in particular on managing paper-based material, certain formats are covered in more detail. The management of photographs is discussed in Chapters 5 and 6, while Chapter 11: Other types of materials covers audio records, projected film, digital or electronic records, books, art and objects.
Only two areas are not addressed. One is cartographic materials, which can have unique storage and arrangement and description issues. The other is the archives of minority cultures, where access, copying, handling and storage practices can be affected by cultural viewpoints and practice. In addition, the book was written with the US market in mind, meaning readers elsewhere may need to translate or substitute some of the tools, terminology or suggested guidelines in the book (e.g. the application of US standards, de-accessioning and the life cycle theoretical model). The book’s emphasis on one type of archives management software (Pastperfect) is perhaps a little unusual considering the growing range of archival software, although Hamill provides some good reasons, stating that it remains a good alternative for smaller institutions, and one which can be used by “people without professional training or advanced computer skills”. (p. 3). The main disappointment is the book’s appearance and format, which are uninspiring with an older font and lack of photographs other than the occasional black and white screenshot.
Other than these aspects, the book is widely applicable to a variety of individuals and organisations worldwide. The content is well written, appropriately detailed and generally excellent when it comes to introducing people to how to manage smaller collections of archival material.
