Archives on a Shoestring III: Making Enclosures
(a hands-on workshop making custom archival boxes.)
Friday, March 2, 2018
Brentwood Public Library
Sound Advice: Affordable, Responsible Practices for Producing & Managing Audio Content
Thursday, April 26, 2018
Plainview-Old Bethpage Public Library
Creating a Finding Aid for Archival Collections
Wednesday, May 23, 2018
Sachem Public Library
Later This Spring
Guidelines for Lending & Borrowing Materials for Exhibition
The Long Island Museum of American Art, History, and Carriages
Best Practices for the Display of Archival Items
The Long Island Museum of American Art, History, and Carriages
Look what LILRC can do for you!
Regional Archival Service
LILRC's Regional Archival Service provides members with the following free services:
Training and advice in the processing and preservation of archival collections
Site visits by the Regional Archivist to make recommendations and provide information for historical societies and others organizations that preserve Long Island’s history
Provide information on how to join the LILRC Regional Digitization Program which is a part of the New York Heritage Digital Collections, a consortia service of the Empire State Library Network (ESLN)
For additional information, please contact Nicole Menchise, Regional Archivist, by phone at (631) 675-1570 x204 or email
Volume 25 Issue 1
Long Island Archives
Long Island Archives - January/February 2018 - p. 2
Curious About Archives?
Best practices and sound advice from SAA's Using Archives: A Guide to Effective Research - Part I
Archives exist both to preserve historic materials and to make them available for use. This guide addresses the second purpose by outlining the functions and procedures of archives, and is designed both for first-time archives users and scholars who have already conducted research in archives. The content covers:
How archives function
How to identify appropriate archives for your research
How to access historical materials and research at an archives
Repositories and their collecting scopes and practices may differ, but the principles in this guide should assist you in accomplishing your research goals at any archival institution.
What are Archives and How do They Differ from Libraries?
Libraries in towns (public libraries) or universities (academic libraries) can generally be defined as “collections of books and/or other print or nonprint materials organized and maintained for use.” 1 Patrons of those libraries can access materials at the library, via the Internet, or by checking them out for home use. Libraries exist to make their collections available to the people they serve. Archives also exist to make their collections available to people, but differ from libraries in both the types of materials they hold, and the way materials are accessed.
• Types of Materials: Archives can hold both published and unpublished materials, and those materials can be in any format. Some examples are manuscripts, letters, photographs, moving image and sound materials, artwork, books, diaries, artifacts, and the digital equivalents of all of these things. Materials in an archives are often unique, specialized, or rare objects, meaning very few of them exist in the world, or they are the only ones of their kind.
• Access to Materials: Since materials in archival collections are unique, the people (archivists) in charge of caring for those materials strive to preserve them for use today, and for future generations of researchers. Archives have specific guidelines for how people may use collections (which will be discussed later in this guide) to protect the materials from physical damage and theft, keeping them and their content accessible for posterity.
Example: Checking out a book from a library causes it to eventually wear out, and then the library buys a new copy of the same book. Checking out the handwritten diary of a historic figure from an archives would cause the same physical deterioration, but the diary is irreplaceable.
Note that there is a great deal of overlap between archives and libraries. An archives may have library as part of its name, or an archives may be a department within a library. Example: The Performing Arts Reading Room in the Library of Congress.
From Using Archives: A Guide to Effective Research by Laura Schmidt, reprinted with permission from the Society of American Archivists (https://www2.archivists.org/usingarchives).
Long Island Archives - January/February 2018 - p. 3
Getting Over There....
A candid Q & A with Images of America: Camp Upton co-authors Suzanne Johnson and David Clemens
What inspired you to write about Camp Upton?
As the local history librarian at the Longwood Public Library for more than 10 years, I frequently fielded questions about the camp and had no book to hand to a patron. On the other hand, at Longwood, we have an outstanding collection of postcard images of the camp, particularly from World War I, so I knew we had the makings of an interesting publication. For years I tried to convince several others to do the book with no luck. Once I retired in 2016, and with the 100th anniversary of the US entry into the war, I decided to do it myself.
How did you find the research experience to be?
Once I signed the contract with Arcadia Publishing, I found out right away I didn’t know as much as I thought I did, and I needed to do much more research. I also convinced my colleague David Clemens to join me as co-author. Dave is now a trustee of the Suffolk County Historical Society and was helping mount their exhibit on the war, “Over Here, Over There”. Fortunately, the excellent PBS series on the Great War premiered last April and I watched it three times! I also visited every exhibit on the war in New York City and Washington, and read several of the standard histories, for example Richard Rubin’s Last of the Doughboys and Lawrence Stallings' The Doughboys. First person diaries and regimental histories were invaluable resources for us.
What were your unexpected finds?
Dave was surprised to learn that black troops were trained at Upton in segregated barracks and by the number of units that demobilized there. We encounter so many people who say “My grandfather was at Camp Upton” and we have encouraged them to tell their family story, to use fold3 to search for their ancestor’s military records, and of course to preserve (and label!) whatever photos they have. I also learned the Delaware National Guard trained there for 10 years in the 1920s and connected with their museum in Delaware.
What were your frustrations?
Arcadia demands a high level of technological expertise to produce their publications, primarily by providing high resolution TIFF files of 300 dpi minimum. Although many of the images had been digitized by the library, I needed to rescan everything, creating much larger files.I also had agreed to a very short deadline to produce the book, in order to coincide with the 100th anniversary of the opening of the camp in December. Arcadia recommends six to nine months to produce a book: in retrospect 9-12 months is probably more realistic. They also asked that we cover the camp through World War II and its current status as the location of Brookhaven National Laboratory. We found that there was so much more to tell! Overall, it was a rewarding experience that I recommend to all historical societies.
See Suzanne Johnson and David Clemens at Barnes & Noble in Lake Grove on January 20th.
Recently released and upcoming books about Long Island history
Long Island Archives - January/February 2018
Editor: Nicole Menchise, Regional Archivist, Long Island Library Resources Council
627 N. Sunrise Service Rd., Bellport, NY 11713-1540, Email: email@example.com, Phone: 631-675-1570 x 204
In accordance with the mission, purpose, and goals set forth when the LILRC Regional Digitization Program, “Long Island Memories”, was initiated in 2002. In June 2015, “Long Island Memories” joined the Empire State Library Network as part of a digitization cooperative program. The materials from participating libraries and cultural heritage institutions were added to the New York Heritage website. Newspapers can now be found at New York Historic Newspapers. Through this collaboration, we share the history of the people, places and events that make Long Island exceptional. For further information about participating, please contact the LILRC Regional Digitization Project Liaison, Nicole Menchise, at (631) 675-1570 x 204 or via email firstname.lastname@example.org.
Long Island History...Just a Click Away!