One of the main factors in preventing timely access to collections held in archives is that good cataloguing, like any other worthwhile project, often takes time. Suffolk Record Office devised a scheme to tackle the backlog of material requiring cataloguing by setting up a volunteer programme.
The project has been a success on many levels, beyond merely clearing part of the backlog, which had been about 40 percent of total holdings. The efforts of the volunteers contributed to making 51m3 of backlog collections accessible for staff, customers and depositors. 71,000 new records were added to the CALM database and weeding and repacking saved a bay of strongroom space.
Volunteer experience
The participating volunteers met new people, pursued personal interests and gained new skills, which in some cases lead to life-enhancing experiences. Throughout the course of the project some significant documents were also discovered, to the excitement of those involved.
One volunteer said of their experience, "I had an interest in history, especially local history, and liked the idea of giving my time doing work that involved historical documents, as a way of using my time constructively while unemployed. I really like learning new things and the knowledge that I am contributing towards projects that should benefit the record office and the general public. It's great for those who need a boost for their self-esteem."
As a result of the scheme four project volunteers to date have found permanent employment, two of whom were young people struggling to get their first job, whilst another has secured an apprenticeship. "As a recent graduate in an unstable economic time, finding employment is taking a considerable time. I therefore decided to do something useful and interesting – history is my passion."
Wider volunteer programme
The record office had previously worked with volunteers to catalogue collections. They wanted to develop a wider programme with more opportunities for volunteers. A successful proposal was presented to senior managers for £49K for a one year project. The project was planned to include a dedicated post of part-time Volunteer Coordinator to support volunteer groups across the county and a Cataloguing Archivist.
Volunteers were recruited through partnerships established with existing volunteer networks. Individuals and groups recruited were encouraged to match their knowledge and interests with particular collections.
A flexible approach was adopted as some volunteers preferred to work on other aspects of making collections accessible rather than pure cataloguing. They were offered a variety of opportunities to participate in various tasks including sorting collections, inputting information into the database, and numbering, packing and locating collections.
The Coordinator ensured new volunteers received a full induction and quickly established two new groups working in Ipswich and Bury, whilst arrangements were made for individuals across all three branches to come in on days that suited them and the service. All were involved in regular activities including visits to local museums and celebratory events.
The uncatalogued collections were surveyed and classified according to suitability and the skill levels required for cataloguing. Many were identified as suitable for volunteers to work on; others were deemed to require the more specialist skills and expertise of professional archivists.
Alongside learning new skills and contributing to their community, the impact upon volunteers' health and well being was profound in some cases. Two recently bereaved volunteers got out of the house and used their knowledge and skills in a comfortable non- threatening environment. One commented "I would like you to know how much I have enjoyed the opportunity to volunteer at the record office ... to have been able to come to work in a warm comfortable environment has certainly made my first winter alone a lot less daunting than I foresaw." Several newly retired volunteers felt the project gave a focus to their week.
The project facilitated the development of closer working relationships between staff and volunteers, as well as a recognition of their knowledge, skills and commitment and a greater appreciation of their achievements and enthusiasm.
As Tori Goodwin, Archivist at Suffolk Record Office put it, "I think we learnt a lot about working with volunteers and what is required to optimise their input for us as well as what we can do to help them to get the most from their experience."
For more information on this case study visit the MLA Research Website.