Enhancing Access to Archival Materials: A Case Study at Western University Archives
Addressing the challenge of limited intellectual access to unprocessed archival materials, the case study at Western University Archives explores the implementation of preliminary finding aids to improve users' access. The study evaluates the impact of posting preliminary finding aids on material use and identifies potential benefits and challenges associated with this practice.
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GOOD ENOUGH PRACTICE? Providing access to unprocessed archival materials Leslie Thomas-Smith Western University Archives London, Ontario lthomas7@uwo.ca
The Problem and Intervention Large backlog of unprocessed or minimally processed material Scan and clean up preliminary inventories Limited intellectual access Inventories include student projects, unverified lists, incomplete and possibly inaccurate information 5 methods of access, archives catalogue, webpage RAD compliant finding aids, library catalogue, old finding aids available only in the Reading Room, other such as bibliographic references, word of mouth etc. Researcher must look at all of these options as no one is complete. Add disclaimer Post on webpage with completed finding aids
Evaluation Determine if there is value in posting preliminary finding aids Review pulls from 2016 and 2017 to compare use of material before preliminary finding aid was posted and after Didn t count material that would not normally have a finding aid such as rare books and fire insurance plans Didn t count RAD compliant finding aids posted in 2017
Use by Year Use by Year and Category 450 382 400 350 300 241 228 250 200 142 150 116 82 100 38 50 17 0 Total Use Processed Preliminary Inventory Catalogue or Other 2016 2017
Comparison of the Different Methods of Access by Year 2016 2017 RAD Compliant Finding Aid Catalogue or Other Preliminary Inventory RAD Compliant Finding Aid Catalogue or Other Preliminary Inventory
Results and Problems No statistically significant change that can t be accounted for by an overall increase in use but posting finding aids may have other benefits related to ease of use Problems with study Data is only for two years Small numbers over all Does not include all access - only that in the Reading Room Do not know how many fonds and collections we have so can t look at total possible use Couldn t measure to see if it was easier to access the material with preliminary finding aids
Moving forward How might we determine if ease of use increased? Better way of measuring success of project? Would like to hear from you if you ve done similar projects. lthomas7@uwo.ca lthomas7@uwo.ca
