Archives

Performance management of an archival kind: the NIDA Archives

About NIDA

The National Institute of Dramatic Art (NIDA) is Australia’s leading centre for education and training in the performing arts across the full range of dramatic disciplines including acting, costume, design, directing, musical theatre, properties, technical theatre, stage management and writing. NIDA began teaching in 1959 and is Australia’s first professional dramatic arts training institute. It continues to deliver primarily practice-led training methods, staging over 15 public productions per year to showcase student work. Alumni include actors Mel Gibson and Cate Blanchett, designers Catherine Martin and Deborah Riley and many others who have made their name locally in the theatre and internationally on screen.

Photograph of 1975 NIDA Acting Class

Acting Class, 1975, featuring Mel Gibson (left). Photo by George Pashuk, © NIDA 1977

A collection of cultural significance

The unique collection of material held by the NIDA Archives was independently assessed in 2015 to be of national cultural significance. The assessment highlighted select record series within the archives, with areas of exceptional significance being the photography set and costume designs for NIDA, and records of the Jane Street Theatre and the Old Tote Theatre Company. Corporate records and material related to theatrical pedagogy were also assessed to have high significance.

Photo of a theatre set model

Set Model for Jane Street Theatre production ‘Don’s Party’, 1972. Photo by Julia Mant, © NIDA 2013

Establishing a formal program for NIDA’s records and archives

NIDA is proud of its history and place in the Australian post-WWII cultural landscape. In 2005, an archives program and repository were established as part of the lead up to NIDA’s 50th Birthday celebrations in 2009. The program objectives at that time were an oral history project, consolidating the paper-based archives (which up until that point were stored in various internal and external locations) and developing a costume collection.

The establishment of a formal program was not the first attempt at managing the archives. The NIDA Library, established in 1980, had collected performance-related items such as production audiovisual recordings, prompt copies and a range of publications including the annual reports and newsletters. In 1984, students from the then Graduate Diploma of Archives Administration at the University of NSW described NIDA’s archival holdings as a student-led project. From there in 1988-89, NIDA employed a former arts administrator but non-archivist to arrange and describe the NIDA and Old Tote Theatre Company records, which he did with much enthusiasm, although unfortunately creating a unique system of arrangement which did not translate to improved access and management.

In late 2019, during NIDA’s 60th Anniversary year, the NIDA Archives returned to NIDA’s main campus in Kensington NSW having spent close to 15 years off-site in a large warehouse. With a centralised office and purpose-built repository, the move is the latest reinvention of the archival collection. The return back to the main campus is an opportunity to consolidate and establish a professionally run, in-house archives according to the archival principle that records which have value as authentic evidence of administrative, corporate, cultural and intellectual activity are made, kept and used.

Concurrently in 2005, the records management program was established with the introduction of an electronic document and records management system (EDRMS) to replace what had been a relatively well-organised paper-based file series run by the administration arm. The EDRMS implementation had some initial success but with limited resources and changing organisational structures, a decision was made to combine the records program and the archives program in 2010.

The decision to employ a Corporate Archives and Records Manager and combine the two programs provided NIDA with a great opportunity to ensure the current information management and recordkeeping practices support the long-term preservation of NIDA’s business, legal and historical records — in all formats. The unit now supports three systems: the records management system (Content Manager 9.2), the digital asset management system (Fotoware), and the archives control system. A suite of policies and procedures have been developed to support the business, legal and historical requirements including an in-house disposal authority which sets out the retention periods for classes of records.

The dichotomy of NIDA’s records

NIDA’s primary functions are education and arts. For recordkeeping practice, this dichotomy requires different demands. NIDA is a not-for-profit non-government organisation (public company limited by guarantee) and therefore not subject to either Australian state or federal government archival legislation — it chooses to have an archive. It is, however, subject to a range of legislative requirements to demonstrate good recordkeeping and retain records in accordance with various educational, employment, financial, privacy, work, health and safety, and building code regulations.

However, NIDA was also designed along the lines of a theatre company and its core pedagogical principle is practice-led teaching. Many of NIDA’s key archival records (including those highlighted in the 2015 Significance Assessment) stem from the repertoire of productions, showcases, exhibitions and presentations by students. This includes the extensive analogue and digital photographic holdings that are managed and accessed via the digital asset management system. In this regard, there can be an expectation that the Archives might hold only the staples of the theatrical historical record: programs, press cuttings, photos, prompts and production records. The business archives lack that star quality.

Photo of NIDA performance 1979

NIDA 3rd year student production, ‘The Beggar’s Opera’, 1979. Photo by George Pashuk, © NIDA 1979

Photo of NIDA Performance 2019

NIDA production ‘pool (no water)’, 2019. Photo by Patrick Boland, © NIDA 2019

The challenge ahead

Fifteen years since the inception of the archives and records programs at NIDA, the challenge ahead is one shared by many archivists and record managers: how to ensure the long-term preservation of NIDA’s digital archives? In certain respects, NIDA is in a good position with a strong, systems focus across its workplace. Almost all current process and output is digital in format and very little paper-based records are created or maintained as physical records. The challenge is translating the unstructured and creative into full and accurate records stored in identifiable locations with the appropriate metadata and digital preservation paths mapped out. Issues include clearly setting out the difference between an electronic records management system and the digital archives; understanding the retention and access requirements around business system datasets as new systems are introduced; preservation file formats; and decommissioned email accounts, and engagement by records creators and users in the program. A combined records management and archives role assists with this challenge as we can support the digital records creation stage through to digital archival retention and preservation.

NIDA has evolved over the past 60 years and will continue to do so. As such the NIDA Archives and Records Program will continue its recent objective of building trust and flexibility into system design while maintaining key archival principles — responding as much as directing.

Banner image credit: NIDA production ‘Ah Tuzenbach. A Melancholic Cabaret’, 2018. Photo by Patrick Boland, © NIDA 2018.

 

“Repurposing and remixing the past is the root of all creativity”: Interview with Jocelyn Arem, GRAMMY nominee and founder of Arbo Radiko

Today, we talk with Jocelyn Arem, founder of the Arbo Radiko archival storytelling studio, about leveraging the past to redefine the future and how she uses hidden archival materials to retell stories that otherwise might remain unheard.

(Archivoz) What is archival storytelling?

(J.A.) Archival storytelling is the creative practice of resurfacing hidden, untapped and untold historical treasures and reimagining that content in various storytelling presentations that speak to modern day audiences.

(Archivoz) Tell us a little about your studio, Arbo Radiko. What do you do, and what inspires you most about your work?

(J.A.) In the age of technology, we have a greater ability to share content than ever before. Content is currency; it has the potential to connect us, deepen our understanding of our world, create visibility and empathy, and spur activism to make our world better. Yet we often amass years of valuable but hidden content – the stories in our archives – which, when unearthed and presented thoughtfully, can be utilized to create new marketing, fundraising, brandraising, and personal value, reaffirm our identities, and connect us more deeply to each other.

Arbo Radiko (“Tree Root”) is the only GRAMMY Award-nominated archival storytelling studio that helps visionary creative organizations, legacy artist estates, brands, media companies, record labels, publishing houses, museums, arts and cultural institutions, celebrity figures and pioneers in music, film, dance, theater, literature, culinary and visual art repurpose and curate hidden material into valuable, inspirational modern day content. We create radical reimaginings, reinventions, and transhistorical fusions across print and digital platforms that build value from existing content. Our passion is remixing archival material in today’s context with modern multimedia storytelling tools to rediscover the past and inspire the future.

As an artist, producer, storyteller and educator (I teach classes and workshops at the School of the New York Times), I have always been passionate about the power of creativity and culture to uplift and connect us as human beings. Repurposing and remixing the past is the root of all creativity. The music, film, food, dance, stories we experience today are only branches on a generational tree rooted in the stories of those who came before us. We always consciously or unconsciously reference the past in our creative work. Archival storytelling brings to light that inherent creative connection and exposes the power of stories to teach us about the uniqueness of our lives while rooting us in a shared human experience. Bringing these connections to life and sharing them with others can illuminate and inspire the future of creativity on a global scale.

(Archivoz) Arbo Radiko’s philosophy expresses two complementary ideas: bringing “new voices to bear on the past,” and using the results to “inspire the future.” What does that sort of dialogue entail?

(J.A.) Arbo Radiko collaborates with today’s creatives to curate, remix and produce multimedia content, connecting untapped work with today’s diverse audiences. Our studio is made up of a global collective of diverse creative leaders across audio-visual content creation, archival science, arts, and activism. We have seen this approach impact the future of creative work. For example, as a result of the multiplatform, collaborative Caffè Lena History Project that engaged visual, performance and digital artists in its presentation, we were invited to present a 3-part lecture as part of the MDOCS Documentary Studies program at Skidmore College, where the project is now being used as a model for the students’ own projects. It’s extremely satisfying to know that this intergenerational dialogue is happening and that the work – and the creative tree – continues to grow!

(Archivoz) You also mention “culturally responsive storytelling.” Can you unpack that idea for us?

(J.A.) Culturally responsive storytelling is a critical approach to storytelling that engages our capacity to listen, learn from and relate respectfully to people from our own and other cultures. It focuses on the storyteller and an implicit commitment to create for others and ourselves space, representation, and agency over the telling of our own stories. We want to create a world of storytellers working towards diversity, inclusion and representation of the complete human experience in the stories we hear, tell and share.

(Archivoz) Caffè Lena and The Complete Concert by the Sea: what attracts you to projects like these?

(J.A.) All our projects are opportunities to give back to the wider creative community through a deep examination of influential spaces and artists who enhanced artistic genres and social movements, broke social and political barriers, and shaped culture. They are rooted in a spirit of collaboration, innovation, and social responsibility. The results (ASCAP and NAACP Award-winning multimedia presentations featured in the New York Times, People Magazine, Rolling Stone, NPR) served to enhance the value of these cultural institutions and to inspire younger generations through outreach programs with colleges and universities and unique partnerships with cultural organizations like the Library of Congress and the New Orleans Jazz Festival.

(Archivoz) In relation to your Caffè Lena project, you’ve referred to the importance of the small and the local in today’s world of “bigness” (once in the introduction to your book, Caffè Lena: Inside America’s Legendary Folk Music Coffeehouse, and again quoting David Amram in a presentation at the Library of Congress). Why is this important? Do you seek to bring this sensibility to all your work?

(J.A.) It is our mission to shine a light on and increase visibility for underrepresented creative voices. To quote in Julia Cameron’s The Artist’s Way, “the capacity for delight is the gift of paying attention.” In a fast-paced world filled with the ever-booming noise of nonstop media content, marginalized stories are often overshadowed. We pay attention to those stories, exploring their meaning and bringing them to the masses. Value exists in unassuming places, and we should not take for granted the smaller moments (and materials) that make up our lives and connect us. By tapping into hidden archives—including simple but impactful letters, photographs, oral histories, and other memorabilia—the multimedia presentation we produced for Caffé Lena supported the venue in raising $2 million for its capital campaign and reach people around the world. Understanding the importance of all narrative elements helps us to unearth the small, simple truths that allow a story to resonate with as many people as possible.

(Archivoz) You were nominated for a Grammy (Best Historical Album) in 2015 for your work on Erroll Garner’s The Complete Concert by the Sea. How did you approach this project? What story/history were you trying to tell?

(J.A.) This was a joint effort between the Erroll Garner Jazz Project, the Magic Shop Studio, the University of Pittsburgh, famed jazz pianist and educator Geri Allen, and Sony Legacy. It reexamined the life and legacy of Erroll Garner and his impact on both cultural and social justice history. It was an honor to work alongside this team of collaborators to uncover and organize Erroll’s hidden archives, create a long-term preservation strategy, and, with contemporary artists like Geri Allen, reimagine his most famous recording in a creative presentation (3-CD box set, LP, website, live performances and educational panels) for today’s audiences.

(Archivoz) How does point of view play into the process of archival storytelling? Can you adequately tell a story without to some extent adopting it as your own?

(J.A.) This is an important question that all storytellers in all mediums should be asking themselves and one that we are constantly examining: WHO is telling stories, and how does the teller’s point of view impact a story’s outcome? Our choice to engage with a story undeniably begins to shape the telling from our vantage point, which demands great sensitivity and awareness to potential institutional and generational social impacts. It is our responsibility to reflect critically on ways to open up space for a variety of perspectives in the telling of stories, so that we are as inclusive, culturally responsible, and socially conscious as possible.

We also actively and continually work to deepen our cultural awareness and sensitivity by engaging with a diverse community of archival storytellers in the field to gain new perspectives and skills. I am proud to be the Consulting Producer on an exciting new Open Archive Initiative for the Alliance for Media Arts + Culture that is creating space to explore this and other issues in our field. The Open Archive Initiative is a global, united ecosystem of thought leaders that will collaboratively address the need for collective voices to strategize best practices for creating impactful community-based preservation and access solutions. Participants include MacArthur, Guggenheim, GRAMMY, EMMY, ASCAP Deems Taylor, and Library of Congress Award-winning archival preservation and storytelling experts from independent, institutional and community-based content creators, cultural organizations, curators, technologists, archivists and documentary producers, to representatives from larger institutional media companies, archives and university libraries.

(Archivoz) Is it possible to tell someone else’s story to/for them, or do you seek to inspire others to tell their own stories for themselves?

(J.A.) There is a global history of those with greatest privilege and access using their power to tell other people’s stories in ways that negatively impact cultural understanding. Taking it as our mission to enhance access to stories and creativity for everyone, we help our clients tell their stories in a way designed to empower and uplift their vision. When representing creative individuals and organizations who are unable to tell their own stories, we utilize a deeply ethnographic, polyvocal approach, researching and integrating stories from community members and contemporary artists, and incorporating educational partnerships to create dialogue. We are inspired by organizations like Museum Detox, a network of BAME museum and heritage professionals at major cultural heritage institutions in the UK. This organization and others like it—such as Museum Hue in the United States—are working to empower diverse curators and storytellers to not only bring hidden stories to light but also to enable ALL voices to engage with and tell those stories, bringing about a more inclusive storytelling culture.

(Archivoz) If you could choose to tell any story in the world, what would it be and why?

(J.A.) I am interested in exploring the stories of creative artists and organizations worldwide. I would love the opportunity to pursue archival storytelling work in countries outside of the United States, to collaborate with international partners and share resources from my own work. If you know of artists or organizations that could benefit from our support, please send me an email at jocelyn(at)arboradiko.com. You can learn more about our work at Arbo Radiko at www.arboradiko.com.

Images:
Header image: Photo by Leslie Kahan (Used by permission of Jocelyn Arem)
Image 1: Photo by Sophie Brill (Used by permission of Jocelyn Arem)
Image 2: Composite: Denise Jans (https://unsplash.com/photos/Lq6rcifGjOU); Josh Woo (https://www.imdb.com/name/nm8243746/mediaviewer/rm2673030144); betafuture (https://www.youtube.com/watch?v=fOxl5WuYhBI)

 

The Ava Helen and Linus Pauling Papers at Oregon State University: A Short History

On April 18, 1986, Dr. Linus Pauling (1901-1994), a world historical figure and the only winner of two unshared Nobel Prizes, formally announced his intention to donate his papers, along with those of his wife, to Oregon State University, his undergraduate alma mater. This was a watershed moment, the successful culmination of an outreach effort that began in the early 1960s, spanning the administrations of three university presidents.

It was also a decision that, from a neutral point of view, made little sense. Though one could understand Pauling’s affection for his university, he was surely aware that the institution was ill-equipped to accept a collection of such magnitude. While OSU at that time had been well-served by a university archives for twenty-five years, the unit was part of OSU’s central administration and, for most of its history, had emphasized administrative support activities including employee background checks and records management work. More importantly, OSU had nowhere to put Pauling’s collection, understood by all parties to be massive. Finally, Oregon State was hardly the only interested party: repositories like the Library of Congress, the Smithsonian, and the California Institute of Technology Archives had all expressed strong interest in the materials.

So why did Pauling make this decision? The answer likely has many components. For one Pauling was no stranger to unorthodox thinking and would harbor few qualms about making a decision that might add to his reputation as a maverick. For another, it is indisputable that Oregon Agricultural College – as OSU was known during Pauling’s time – served a critical role in his life by providing a young man of limited means with a route to an advanced education. A romantic point of view suggests that Pauling was persuaded by OSU’s specific request that he deposit the papers of Ava Helen Pauling, his wife of fifty-eight years, alongside his own. Ava Helen had succumbed to stomach cancer in 1981, and for Pauling, an atheist, the idea that his and his wife’s papers might be preserved together was perhaps a means of solidifying their bond in perpetuity. Indeed, Pauling’s request that the collection be titled the Ava Helen and Linus Pauling Papers lends credence to this notion.

It is the author’s belief, however, that Pauling based his decision primarily on OSU’s pledge to dedicate ample resources to the collection. Shortly after Pauling’s 1986 announcement, a Special Collections department was formed within the university’s Kerr Library, with a unit head hired a year later. A modest reading room and storage space were fashioned within the building, and plans were made to expand the entire library. Though Pauling died in 1994, the university leaned on his fame and endorsement to bolster its fundraising efforts. This campaign proved successful: the groundbreaking ceremony for the expanded (and renamed) Valley Library was held in May 1996 and the completed structure was dedicated three years later.

Near the end of Pauling’s life, another decision was made that dramatically impacted the final shape of the collection. Pauling had initially planned to donate only a selection of his papers to OSU. Gradually his eldest son, Linus Pauling Jr., impressed upon his father the need to leave a comprehensive view of his life’s work to future historians, and persuaded him to donate all of his books and papers, rather than a curated subset, to the archive. This decision was formalized in a codicil to Pauling’s will written in September 1993, less than a year before he died.

Between 1986 and 1994, Pauling sent a few thousand items to Corvallis that he judged he would no longer need for his on-going research. Library staff also made multiple trips to his primary home at Big Sur, California to evaluate and collect materials for deposit. After Pauling died, it took about two years to resolve his estate, after which the papers began to make their way to Oregon in greater quantity. Finally, in 1999, the full volume of raw material that would eventually comprise the Pauling Papers came under one roof in the refurbished Valley Library. This moment marked the first time that the Pauling Papers had ever existed as a discrete collection in a single spot, since items had flowed to the library from numerous locations, including Pauling’s multiple residences, the offices of the Linus Pauling Institute of Science and Medicine, and the homes of his four children.

Efforts to arrange and describe the Pauling Papers began in 1987, and a preliminary catalog was published in 1991 to mark Pauling’s ninetieth birthday. In 2006, the completed Pauling Catalogue was published: six volumes in length, the catalogue guides researchers in their use of a collection occupying more than 4,400 linear feet (or 0.8 miles) of shelf space. In addition to the manuscripts, correspondence, photographs and article reprints that one might expect to find in an archival collection, the Pauling Papers also feature the contents of Pauling’s personal safe, his forty-six scientific research notebooks, more than 2,400 scrapbook leaves and 4,800 additional newspaper clippings, as well as beard clippings from the 1930s and a molecular model built out of blue plastic fish. Hundreds of awards are cataloged in the collection as well, including all forty-seven of Pauling’s honorary doctorates and, of course, his two Nobel Prizes, without doubt the most frequently accessed items held in MSS Pauling.

Alongside the cataloging effort, Special Collections also spearheaded an ambitious and multifaceted digitization program, including the publication of contextualized documentary history narratives exploring specific themes of Pauling’s career. The first in this series focused on Pauling’s connection to the “race for DNA” and was launched to commemorate the fiftieth anniversary of Watson and Crick’s elucidation of the double helix in February 1953. Later installments examined Pauling’s breakthroughs, and occasional stumbles, in structural chemistry, protein chemistry, and peace work. An additional project explored the scientific war work that Pauling conducted for the U.S. government during World War II. Linus Pauling Day-by-Day mines the papers to document every single day of Pauling’s life from 1930 to 1969, while the Pauling Blog, created in 2008, continues Pauling’s story through new contributions of original research.

In 2011 the Special Collections department and the University Archives merged to form the Special Collections and Archives Research Center (SCARC). This organizational restructuring led to a decrease in emphasis on the Pauling Papers, but the collection continues to loom large over many of the department’s activities. In 2018 components of MSS Pauling were circulated to reading room patrons 338 times, a total that is 80 circulations higher than the next nine most frequently used collections combined. The Pauling web presence – which consists of over 130,000 html pages – accounted for more than 46% of all web traffic recorded within the SCARC domain during that same period. And since 2011, close to 200 presentations on the Pauling Papers have been delivered to outside groups visiting the SCARC facility. One hopes that Dr. Pauling, some thirty-three years later, would learn of this and smile, confident in his understanding that OSU continues to make good on a promise once made to its most distinguished alum.

Header image

Bust of Linus Pauling, Special Collections and Archives Research Center, Valley Library, Oregon State University (courtesy of the Special Collections and Archives Research Center)