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Archival Appraisal Report

Bambi Hughes

LIS 640: Archival Appraisal & Description

Professor Anna Labry

March 26, 2023

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The Division of Library, Archives, and Museum Collections at the Wisconsin Historical

Society, located in Madison, Wisconsin, is dedicated to the collection, preservation, and

accessibility of materials related to the history of Wisconsin, the United States, and North

America (WHS, 2023). The division houses both physical and digital collections, which are open

to the public. The WHS website contains library and archival acquisition policy documents in a

section titled "Library-Archives Collecting and Acquiring Policies," which provides general

information used by the Acquisitions and Collection Development Department within the

Division of Library, Archives, and Museum Collections. This paper will outline the appraisal and

acquisition policies found on the WHS website, ways that these policies can be improved, and

ways to evaluate the success of these policies.

The Library Acquisitions Policy outlines the guidelines for procuring published materials

in print and digital formats. According to the policy, materials are thoroughly collected, catering

to Ph.D.-level research across various subject areas (WHS). The Archival Acquisitions Policy

delineates the responsibilities of the Archival Collection Development Department. This

department is charged with the critical task of acquiring manuscript collections (WHS). In

determining the materials to acquire, particular emphasis is given to three themes of national

significance–organized labor, mass communications, and social action–which collectively

contribute to the comprehensive documentation of Wisconsin, Midwestern, and American

history (WHS, 2023).

The WHS has been amassing organized labor records since the early 1900s. At present,

the collections concentrate on labor organizations in Wisconsin, the United Food and

Commercial Workers International Union, additions to other existing organized labor collections,

and add-ons to the collections of the Socialist Workers Party and Socialist Labor Party (WHS).
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Mass communications include acquiring personal papers collections that complement the current

collection of print and broadcast journalism materials (WHS). These collections include Pulitzer

Prize-winning journalists, nationally recognized reporters, foreign correspondents, opinion

journalists, and individuals and organizations that have significantly contributed to civil

journalism (WHS). Social action encompasses organized labor and social reform movements

advocating for economic justice, Social Security and entitlements, civil rights, civil liberties, free

speech, anti-Vietnam War protests, the New Left, community organizing, and peace and justice

activism (WHS). Additionally, WHS collects records surrounding the growth of the organic and

sustainable foods movement in the United States (WHS, 2023).

The Archival Acquisitions Policy contains a section on acquiring private manuscript

papers and organizational records that chronicle the history of Wisconsin from the seventeenth

century to the current day, in addition to state and local government records (WHS). These

collections are in various formats, including textual, audio-visual, and digital, covering numerous

subjects such as agriculture, the arts, business and industry, mass communication, labor, social

organizations and activities, the military, natural resources and the environment, recreation and

leisure, politics and government, ethnic and population groups, and transportation (WHS). In

addition to these acquisition policy documents, there are documents related to records

management guidelines, best practices for managing historical records, resources for collections

development, and more (WHS, 2023).

Unfortunately, the WHS website does not provide adequate information on the appraisal

process for acquired materials, despite the importance of well-defined appraisal policies and

procedures. Most archival and records management standards dictate that organizations should

have clear guidelines for the selection, preservation, access, and use of archival records (SAA,
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2020). The policies provided on the website solely focus on what types of materials they collect

based on their subject matter and format. Having defined practices facilitates a consistent and

comprehensive evaluation of materials. According to Munson’s Tourism Collections in the

Archives of the Wisconsin Historical Society, "Appraisal policies are intended to guide archivists

in the appraisal process, providing clear criteria and procedures for evaluating records and

materials and deciding which ones are worthy of preservation" (Munson, 2017, p. 270). Since the

appraisal process on the WHS website is not specific, it would be difficult for staff to decide

which records to keep and which to discard. Vague policies like this can lead to inconsistent or

biased decision-making, leading to valuable records being lost.

In addition to well-established policies and procedures, the WHS should maintain

documentation of appraisal decisions to ensure that materials are appropriately managed over

time. There is no proof of this documentation on the WHS website. Munson also states,

“Documentation of appraisal decisions and processes is critical for the long-term care and

management of archival collections, enabling archivists to track the history and provenance of

materials, assess their value and significance, and make informed decisions about their

preservation and use" (Munson, 2017, p. 273). Although it is unclear whether documentation for

appraisal processes exists at the WHS, there is no evidence on the website that any such

documentation is available. Appraisal should also be an “ongoing process that begins with

acquisition and continues through the life cycle of the material" (SAA, p. 1). It should be noted

that the WHS policy documents do not provide any information on how materials are appraised

throughout their lifespan after they are added to the collection.

Rudolph's (2011) article "Separated at Appraisal: Maintaining the Archival Bond between

Archives Collections and Museum Objects" emphasizes the significance of appraisal in archival
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work, as it determines which records will be preserved and which will not. Rudolph states,

"Appraisal lies at the heart of archival work, for it determines which records will be preserved

and which will not" (2011, p. 28). As the heart or foundation of archival work, it is essential to

give thorough consideration and attention to archival policies in all aspects. Regrettably, the

Acquisitions and Collection Development webpage is littered with spelling and punctuation

errors. Having errors in policy documents can undermine the professionalism and credibility of

the document and the organization that created it. Such errors can convey the wrong impression

of the WHS as unprofessional, potentially undermining the WHS staff’s ability to manage

records and archives effectively. Errors can also cause confusion or misinterpretation, leading to

incorrect decision-making by the WHS staff. Therefore, it is essential to ensure that policy

documents are carefully reviewed, edited, and proofread to ensure they are free from spelling and

grammar errors and accurately reflect the Wisconsin Historical Society’s policies and practices.

The Wisconsin Historical Society may improve its policies and practices by

implementing various steps. Firstly, it would be advantageous to solve the accessibility problem

on the organization's website. This fix can be achieved by improving the navigation and design

of the website to enable users to locate the policy documents easily. The WHS should also

consider consolidating the policy documents into a single, easy-to-find document. This measure

would streamline the acquisition process for staff, making it easier to navigate both the website

and the policy documents. This consolidation would also eliminate the need for users to peruse

multiple documents to locate any necessary policies.

Additionally, the WHS should incorporate guidelines on the appraisal of materials that

have been acquired. Providing specific criteria for evaluating materials and determining their

values would support decision-making and ensure that only pertinent items are obtained. It is
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also necessary for the WHS to elaborate on the acquisition process in detail beyond the definition

of the topics that the acquired materials should encompass. In order to be of practical value to

WHS staff and scholars alike, the rules for acquiring and assessing historical items need to be

more detailed as well. The policies and guidelines provided are currently too vague for practical

use. Clarifying the steps involved in the acquisition process would promote “transparency and

accountability,” which, according to the National Archives, is essential in records management

practices (National Archives, 2023, p. 12). Furthermore, transforming the policy from a

paragraph form to a step-by-step process may be helpful. This change would facilitate the

comprehension and implementation of the policy because a clear, sequential breakdown of

practices can often be more accessible than long paragraphs of text. By implementing most, if

not all, of these measures, the Wisconsin Historical Society may strengthen its policies,

enhancing the efficiency and effectiveness of its acquisition practices.

When considering how the Wisconsin Historical Society can evaluate the success of its

policy, it is good to remember that other appraisal and acquisition policies are available to use as

a framework. For example, the appraisal policy of the National Archives and Records

Administration (NARA, 2007) guides the appraisal of federal records. This policy establishes a

clear and consistent process for determining the value and disposition of records held by the

federal government. Therefore, policies like this can be helpful for other institutions when

writing their own policies. There are necessary takeaways from the NARA appraisal policy,

specifically that the WHS policies are missing. According to the NARA policy, the appraisal

process is ongoing, with records being evaluated throughout their lifecycle (NARA, 2007). This

ongoing process is not mentioned in the WHS policies, at least not on the website. NARA also

describes the need to retain records only for as long as needed and base appraisal decisions on
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the records' value. Specific criteria are included for determining the value of records, including

their informational, evidential, or historical significance. The policy even outlines the roles and

responsibilities of all participants in the appraisal process, including NARA staff and the public.

A regular policy update is also provided to consider changes in technology, law, or best practices.

It is unclear whether any updates have been made to the WHS policies since their creation.

Comparing these two documents shows that a helpful way for the WHS to evaluate its policies

would be to compare them to others. The WHS can easily perform a comparative analysis of its

policies by juxtaposing them with the policies of notable institutions to determine their strengths

and areas that need improvement.

In addition to comparing notable policies to their own, there are other helpful ways for

the WHS to measure the effectiveness of their policies and practices. Statistics and annual reports

can be used to assess success, including how many and what kinds of records have been acquired

and appraised over time. Additionally, records added to archival collections can be reviewed for

accuracy and consistency in appraisal decisions. Archival records can also be evaluated based on

user feedback and engagement, giving insights into their accessibility and usefulness. Ultimately,

practical evaluation of archival acquisition and appraisal policies and practices is essential to

ensuring that the WHS is properly preserving and making accessible records of long-term value.

In conclusion, the Wisconsin Historical Society’s Division of Library, Archives, and

Museum Collections is dedicated to collecting, preserving, and making accessible materials

related to specific topics. While the WHS website provides detailed policies for which

materials–encompassing certain subjects and formats–should be collected, it lacks information

on the appraisal process. Clearly defined appraisal policies and procedures are essential to

making consistent and informed decisions about the preservation and use of archival materials.
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Furthermore, documentation of appraisal decisions is necessary for the long-term care and

management of archival collections. The Wisconsin Historical Society needs to improve its

policies and procedures for appraising materials, evaluate the effectiveness of these policies, and

provide documentation on the appraisal process to ensure the proper preservation and use of the

overall collection.
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References

Munson. (2017). Tourism collections in the archives of the Wisconsin Historical Society. Journal
of Tourism History, 9(2-3), 270–273. https://doi.org/10.1080/1755182X.2017.1398277

National Archives and Records Administration. (2023). Records Management Regulations,

policy, and guidance. National Archives and Records Administration. Retrieved March
20, 2023, from https://www.archives.gov/records-mgmt/policy

National Archives and Records Administration. (2007, September). Appraisal policy of the
National Archives. National Archives and Records Administration. Retrieved March 20,
2023, from https://www.archives.gov/records-mgmt/scheduling/appraisal

Rudolph, K. (2011). Separated at appraisal: Maintaining the archival bond between archives
collections and museum objects.

SAA (n.d.) Museum Archives Guidelines Society of American Archivists. (n.d.). Retrieved
March 20, 2023, from
https://www2.archivists.org/groups/museum-archives-section/museum-archives-guideline
s

Wisconsin Historical Society. (n.d.). Madison, Wisconsin :Wisconsin Historical Society.

Retrieved March 20, 2023, from https://www.wisconsinhistory.org/