Introduction
In 1982 the Nebraska State Historical Records Advisory Board
(SHRAB) completed a year-long historical records assessment and
planning project which resulted in a report entitled The Final
Report of the Needs Assessment and Reporting Grant. Similar
statewide assessment reports were completed in the early and
mid-1980s by all of the states and territories through a funding
initiative provided by the National Historical Publications and
Records Commission (NHPRC).
The Nebraska report provided information about the status
of historical records programs in the state so that programs
designed to seek, preserve, and make accessible historical records
and manuscripts could be cultivated. The report included assessments
of state government records, local government records, historical
records repositories, and functions of statewide importance such
as conservation, education and training, and program coordination.
The report also recommended steps that could be taken for future
program development.
Unfortunately, though, the SHRAB became inactive as board
members were not reappointed during the years 1985-1992 and the
recommendations made in 1982 were not followed. This situation
was alleviated somewhat by a statewide preservation planning
project funded by the National Endowment for the Humanities (NEH)
and spearheaded by the Nebraska Documents Preservation Advisory
Council (NDPAC). NDPAC, a coalition of many groups interested
in developing long-term strategies for preservation in the state,
was formed in 1988. The report it produced in 1991 entitled A
Preservation Action Agenda for Nebraska identified preservation
needs and recommended solutions with an agenda and timeline for
the implementation of preservation program measures.
Although this plan provided a good basis for preservation
planning, some topics were noticeably absent from the workplan.
Foremost among these was the omission of measures to preserve
media other than paper. That is, new technologies of audio and
video cassettes, photograph, motion pictures, and electronic
records were not surveyed and their preservation needs and special
access requirements were not considered during the planning process.
With both the 1982 assessment and the recently completed preservation
plan to build upon, the SHRAB embarked on a series of strategic
planning meetings in 1995-6 to determine what progress had been
made since 1982, while also gathering information on problems
and deficiencies in historic records programs within the state.
Though progress could be seen in areas of on-site guidance through
the Nebraska State Historical Society's field representative
program and the completion of the Gerald R. Ford Conservation
Center in Omaha, deficiencies noted in the 1982 report, such
as limited and/or untrained staff, inadequate physical storage
facilities, and financial difficulties, had not changed.
The SHRAB recognizes that much needs to be done. A primary goal
of the meetings held over the past eighteen months was to solicit
the concerns and objectives of diverse groups interested in Nebraska's
historical record so that a strategic plan, incorporating those
issues, could be devised. This, then, is the result of that process
and the culmination of that goal. The SHRAB views this plan as
the blueprint that it will use in developing programs relating
to improved records accessibility and preservation, education
and training, coordination and networking, and support of historical
records issues. The work that lies ahead will be challenging,
but the partnerships formed in this plan's preparation give rise
to optimism that the goals and objectives delineated can be met.
Mission Statement (Adopted January
15, 1994)
"The Nebraska State Historical Records Advisory Board
(SHRAB) provides leadership in encouraging, promoting, and assisting
the advancement of programs to preserve and make accessible historical
records in Nebraska. As the central advisory body for historical
records planning, the Board's role is to investigate and report
on the conditions and needs of historical records in Nebraska;
to determine state priorities for historical records projects
based upon National Historical Publications and Records Commission
(NHPRC) guidelines and record conditions and needs; to solicit,
foster, and develop proposals for NHPRC projects to be carried
out within the state; and to review grant proposals submitted
by Nebraska institutions and make recommendations to NHPRC based
upon their merit."
The SHRAB: Who We Are
The Nebraska State Historical Records Advisory Board is a
state board, appointed by the Governor, under the authority of
federal statutes and regulations governing the National Historical
Publications and Records Commission (NHPRC) program of the National
Archives and Records Administration (NARA), 44 U.S.C. 2501; 36
C.F.R. 1206. The Director of the Nebraska State Historical Society
and the State Archivist are permanent Board members. At least
eleven other members are appointed by the Governor for three-year,
renewable terms.
The Nebraska SHRAB members represent a variety of constituencies-members
include a county historical society director, a high school teacher,
history professors, the Director of Nebraska's Records Management
Division, and a humanities scholar-and also reflect a geographical
balance as all three of the state's congressional districts are
represented.
Workplan
During 1995-96, the Nebraska SHRAB met with 210 Nebraskans
in all regions of the state to learn about the condition and
use of historical records in the state. Holding nine meetings
over the course of eighteen months, the SHRAB heard from historical
society and museum curators, historians, genealogists, librarians,
county and municipal government officials, tribal representatives,
professors, teachers, and a variety of records users.
Comments received from the participants centered around three
primary issues: preservation, access, and education/coordination.
Everyone recognized that without the preservation of collections
and, therefore, their continued existence, other concerns become
moot. Records custodians and records users were worried that
inadequate knowledge and funding often stood in the way of access
to records. All agreed that records use would be improved by
a coordinated effort to educate and inform, a role that the SHRAB
could fulfill.
The resulting report reflects all of the concerns and comments
expressed during the strategic planning sessions. The format
of the plan is consistent for each issue. Five goals of equal
importance are identified. A brief narrative describes the general
discussion which took place relating to the issue. Specific comments
are also listed. Finally, the SHRAB recommendations are enumerated
noting when they should be implemented. The order in which they
are to be accomplished also denotes their priority status.
Issue #1: Training and Professional Development
Goal: All custodians of historical records will be trained
to use basic management tools in the care and preservation of
the records under their care.
The lack of adequate training in records management and curatorial
care of documentary collections was a common concern among participants
in all of the planning sessions held across the state. Not only
did the public who use collections comment on the scarcity of
resources necessary for the proper care of records, but the records
custodians themselves also recognized a need for better, or at
least some, training in areas of preservation, storage, appraisal,
and archival arrangement and description.
Other concerns expressed by meeting participants were that:
- Local groups need education on topics that would enable them
to manage and care for historical records collections.
- Officials are unaware of the whereabouts of records generated
by their offices in the past.
- Officials possess limited knowledge of records management
programs and are unaware of records retention requirements.
- Custodians lack experience in grant writing and in seeking
grant funds.
- Local historical societies, organizations, businesses, churches,
and Nebraska's Indian tribes need help in establishing their
own archives.
In its leadership role, the SHRAB can provide training programs
so that historical records custodians will be better equipped
to fulfill their responsibilities. In addition, the SHRAB can
support projects that keep records custodians informed of their
duties and of new technologies and procedures that can be applied
in their repositories. In its efforts to solicit and develop
potential NHPRC projects in Nebraska, the SHRAB can provide grant-writing
advice and training. The SHRAB and the State Historical Society
have worked with various Native American groups and the Nebraska
Indian Commission to help develop tribal archives. Advice, training,
and consultations can advance the progress already made.
Recommendations
- During 199798, provide workshops and training on collections
care (See also Issue #2).
- Continue to consult with records custodians about the care
and preservation of their records.
- During 199798, develop orientation packet for new officials
so that they are aware of their records responsibilities.
- In a preliminary effort to deal with new records formats,
develop procedures for creating and managing electronic records.
- Continue to work with Native Americans seeking to establish
tribal archives.
- During 199798, train records custodians in grant-writing
strategies, encouraging particularly those projects that would
receive NHPRC consideration.
- As requested, present workshops to government records custodians
and historical organizations holding archival records on topics
that would help them to manage collections.
Issue #2: Records Are At Risk
Goal: Important historical records will be identified and
will be cared for and maintained in a repository that will safe-guard
them.
There are over 230 local historical societies in Nebraska,
most of which receive no public funds. Private support is also
problematic and this situation means that little consistent funding
goes toward the identification, solicitation, and continued preservation
of Nebraska's historical record on the local front.
The Library/Archives of the State Historical Society, while
its funding is secure and constant, also has little excess money
in its budget to seek out and acquire documentary collections
in the state, or beyond its borders, that relate to Nebraska
history. In large part it is dependent upon private donations
of manuscript material for its collection of non-public records;
statutory requirements insure that government records of lasting
historical value will be transferred to the State Archives for
permanent retention.
Despite the lack of funds available to local historical societies
for their work in maintaining and caring for historical records,
they often receive materials, much like the State Historical
Society, as donations. Staff is often ill-prepared to manage
the material and the building is often ill-suited to house documentary
collections. County courthouses, too, are not immune to inadequate
facilities for housing historical records. These factors contribute
to placing Nebraska's historical materials at risk and the following
concerns raised by the meeting participants emphasized this point.
- Local organizations have inadequate storage space and shelving.
- Local records are deteriorating and need to be microfilmed
or need to have conservation measures applied.
- Photograph collections are deteriorating.
- Moving image and audio collections are often available only
in obsolete formats.
- Lack of funding limits the work that local historical organizations
can accomplish in preserving historical records, microfilming,
and providing adequate storage.
- Some county officials, through ignorance or intent, may dispose
of permanent records without facing stiff penalties.
While the SHRAB cannot supply the financial means to correct
all of the records storage problems and microfilming needs in
the state, it can provide the educational means, through workshops,
consultations, and other advisory methods, by which proper storage
decisions and microfilming strategies can be made. The Board's
future work will build upon this first series of planning sessions
and will incorporate information gathered at future meetings
to coordinate cooperative microfilming projects of merit. Other
cooperative ventures, such as group purchasing contracts for
archival supplies, will be pursued, as will the enforcement of
records laws currently on the books
Recommendations
- During 199798, provide workshops and training on collections
care (See also Issue #1).
- Support local efforts to preserve valuable collections through
the use of conservation techniques.
- Whenever requested, provide information on storage supplies
to records custodians.
- Continually encourage cooperative microfilming projects that
can be funded in state or through regrant funds.
- Regularly publicize the Nebraska State Historical Society's
ability to convert obsolete media into usable formats.
- By June 1, 1999, submit regrant fund request to NHPRC, while
also seeking funds from the Nebraska Unicameral and private sources,
to assist local historical organizations in meeting basic storage
needs.
- Work with the Gerald R. Ford Conservation Center to implement
cooperative purchasing agreement for archival supplies to historical
records repositories and organizations statewide (see also Issue
#5).
- Pursue stronger legal penalties for willful destruction of
public records.
Issue #3: There Is An Incomplete Historical
Record
Goal: Identify areas where further collecting efforts need
to be made so that every aspect of Nebraska's history is adequately
represented.
Previous collection surveys in the Library/Archives of the
Nebraska State Historical Society have indicated that various
groups and themes of Nebraska history have been overlooked or
underdocumented. Among these topics are environmental and political
action groups, labor groups, cultural groups, social welfare
organizations, public institutions, municipal records, business
and industry, agriculture, and religious and ethnic groups. Efforts
should be made to acquire collections documenting these areas.
In recent years many groups and organizations have expressed
interest in establishing and maintaining their own archives.
This has been the case particularly among ethnic and religious
groups who have developed their own museums and research centers.
Nebraska has a Jewish Historical Society, museums and research
centers tracing the state's Mexican American, African American,
and Czech American ethnicity, and two Native American historical
societies. Nebraska is also the home of Boys Town, whose Hall
of History maintains records of the organization which became
the home for many of society's castoffs. These organizations
have helped to preserve information about underdocumented groups,
but a union list of available resources is not available to the
researcher (see Issue #5).
Native American participants in our sessions, representing
Ponca, Winnebago, and Omaha tribal members were adamant in their
expression of support for repositories of their own records in
proximity to their reservations. Although Sioux representatives
were not in attendance, the need for a repository in their area
of residence was also discussed.
Other underdocumented groups mentioned included poor farm
inmates and public institution inmates, students, and the dead
as reflected in undocumented cemeteries. Surveying of records
that exist on the local level or in state agency records still
maintained by the Department of Public Institutions may provide
information on recipients of public assistance. School records
maintained by the County Superintendent and cemetery records,
which may or may not be compiled, may provide the desired documentation
for the other two areas.
Among the comments raised at the sessions were these:
- Native Americans want and need repositories holding their
own tribal records.
- Coordinated collection development plans do not exist.
- Oral traditions are dying.
- Historical groups come into existence without being recognized
or supported by the larger historical community.
- Businesses are unaware of the historical importance of their
own records.
As stated in the discussion and recommendations for Issue
#1, the SHRAB can provide, through workshops and consultation
methods, advice and help to organizations-businesses, churches,
tribes, ethnic groups, and others-wishing to develop their own
archival collections and facilities. In their gathering of oral
histories, a strong component of Native American tradition, the
SHRAB can support Native American (and other groups as well)
in their efforts. A network of like-minded organizations, as
well as the Nebraska State Historical Society's Statewide Services
program, can assist the SHRAB in this work and they should be
recruited to participate in this educational work whenever possible.
Recommendations
- Continue to work with Native Americans seeking to establish
tribal archives.
- In working with the Nebraska State Historical Society's Statewide
Services program, encourage local historical organizations to
formulate collection policy and development plans.
- Continue to support oral history projects in an advisory
and informational capacity.
- Maintain working relationships with other organizations,
such as the Nebraska Museums Association and the Nebraska History
Network, that work to increase public awareness of the importance
and value of historical records.
- Whenever known, assist businesses that wish to create their
own archives.
Issue #4: Access
Goal: Nebraska's historical records are accessible to all.
The 1982 historical records assessment bemoaned the fact that
paid professional staff and adequate funding were not the standard
in most of Nebraska's records repositories. The strategic planning
meetings held in 1995-6 indicated that little had changed in
the intervening years. In addition, the records problem has grown
during this time as government offices have produced more records
and historical societies have acquired additional paper collections.
Accessibility has been hampered because there isn't adequate
staff to deal with the burgeoning paper parade and funding for
professional staff in Nebraska's local repositories is not the
norm. Specific comments raised by records custodians and records
users at the strategic planning sessions covered a gamut of concerns
relating to records accessibility:
- Repositories and their holdings are not made known to researchers.
- Local organizations do not have the equipment necessary to
read microfilm.
- There are no statutes of limitations for restrictions on
access to certain records, e.g. public institution inmates.
- Procedures by which a person can obtain copies of a restricted
record are not clearly described, e.g. how to obtain a court
order.
- The technology to digitally enhance unreadable images is
not widely available in the state.
- Many records are in obsolete formats.
- Agencies do not always have sufficient staff to comply with
requests for information.
- As offices are consolidated or liquidated, the records disposition
is not always known.
Although this litany of concern is real and problematic, the
SHRAB can assist by playing a crucial role in the education and
training of the staff that is available. The primary recommendations
under Issue #1 address this objective. In addition, the SHRAB
can spearhead efforts to survey records in the state so that
a coordinated network is established to connect researchers to
the records that they need. It can build upon the support system
that it has established during the strategic planning sessions
to inform custodians, users, and the general public about historical
records issues that affect them locally. These recommendations
cover a wide array of concerns that would increase accessibility
to Nebraska's historical records.
Recommendations
- During 1996-97, support Council of State Historical Records
Coordinators survey of historical records holdings of manuscripts
repositories (see also Issue #5).
- Build on this survey to coordinate union listing of historical
records holdings that will culminate in a statewide database.
- Support microfilming projects and other activities that increase
access to historical records.
- In 1998, produce finding aid to county government records
held at the Nebraska State Historical Society.
- Continually support local efforts to raise funds for microfilm
readers in historical organizations and records agencies.
- Seek statute of limitations on permanently closed records,
when appropriate, so that they can be opened to the public after
privacy concerns are met.
- During 1998, produce an informational packet explaining the
procedure for acquiring information from a restricted record
when such a possibility exists.
- On a regular basis, inform county officials of their role
in the accessing of public records.
- Continually develop contacts locally so that school consolidations
and other local political changes that might impact the collection/disposition
of records are monitored.
Issue #5: Coordination and Networking
Goal: The State Historical Records Advisory Board will
spearhead efforts to insure that repositories work together to
achieve common goals.
Through its contacts with other groups sharing similar concerns-the
SHRAB coordinator reported to a session at the annual meeting
of the Nebraska Museums Association in 1995; the Deputy Coordinator
has presented workshops for the Nebraska Association of County
Officials (NACO); SHRAB members are involved in the Nebraska
History Network - the Board has begun to develop working relationships
with organizations that can be partners in carrying out SHRAB
recommendations. The Nebraska State Historical Society's Field
Representative program, through its contacts with local historical
organizations, has laid groundwork that the SHRAB can build upon
to coordinate cooperative efforts. The need for coordinated efforts
is desired, as comments received at the planning sessions made
clear.
- Repositories don't know what their counterparts in the state
are doing.
- A coordinated group of archives in Nebraska doesn't exist.
- Government officials should be aware of what local historical
groups are trying to accomplish.
- Local groups have a hard time affording preservation supplies
because they buy in small quantities.
Although diverse audiences attended the planning sessions,
a common interest in the preservation of and access to historical
records exists among the participants. This basis of common interest
can assist the SHRAB in carrying out the recommendations listed
below.
Recommendations
- For the next round of SHRAB appointments, include at least
one county official, preferably an official with ties to the
Nebraska Association of County Officials (NACO).
- Whenever possible, include a municipal official on the SHRAB.
- During 1996, participate in the Council of State Historical
Records Coordinators survey of Historical Records Repositories
(see also Issue #4).
- During 1997, develop standardized survey form for Nebraska
repositories to report collection level holdings.
- In 1998, investigate structure of network architecture; in
1999, devise database for network access to repositories' holdings.
- Support the creation of a Nebraska Archives Interest Group.
- Continue to work with organizations like NACO, the Nebraska
Museums Association, and the Nebraska History Network to inform
them of current archival projects and shared programs.
- Work with the Gerald R. Ford Conservation Center to implement
a group contract for the purchase of archival supplies for historical
records repositories and organizations statewide (see also Issue
#2).
- Whenever possible, advocate the placement of original records
in local repositories when they have been microfilmed or when
they are not eligible for transfer to the State Archives.
Conclusion
With the approach of the 21st century, records custodians
face challenges in the management and care of their records,
while records users share concern for the continued well-being
of historical resources. The Nebraska State Historical Records
Advisory Board believes that the actions suggested in this report
can rectify many of the problems and concerns raised by audiences
who participated in the discussions that identified the state's
historical records program shortcomings. The interaction with
Nebraska's citizens and partners sharing the same concerns encourages
us to follow the path outlined here to meet problems that can
be resolved through strategic activity. We look forward to continuing
the work and seeing progress as this plan becomes the means whereby
the challenge is met.
Nebraska State Historical Records Advisory Board
Dr. Roger Davis, Kearney, 1996-
Molly Fisher, Lincoln, 1993-
Magdalena Garcia, Omaha, 1995-
Dr. George Garrison, Omaha, 1993-1995
Donald Hill, Plattsmouth, 1993-1994
Matthew Jones, Lincoln, 1993-
Dr. Dennis Mihelich, Omaha, 1993-
Andrea Paul, Lincoln, (Coordinator), 1993-
William Ptacek, Lincoln, 1993-
Dr. Michael Schuyler, Kearney, 1993-1996
Mary Jo Van Schuyver, Scottsbluff, 1993-
Lawrence Sommer, Lincoln, 1993-
Richard Warneke, North Platte, 1993-
Kent Wilson, Beatrice, 1994-
Steven Wolz, Lincoln, (Deputy Coordinator), 1993-
Sandra Yoder, Grand Island, 1993-
This report was made possible by a grant from the National
Historical Publications and Records Commission.
