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The Ohio Historical Records Advisory Board
Minutes of the Ohio Historical Records Advisory Board Meeting
22 August 1997
Cincinnati Historical Center
Cincinnati

Board members present: George Parkinson, Barbara Floyd, Alice Cornell, Johnathan Dembo, Dennis Harrison,
Lynn Jacobs, Michael Lucas, Carol Tomer

Board members not present: Gary Ness, Roland Baumann, Jim Oda

Staff present: Matthew Benz

Guests: David Barber, Jane Dunwoodie, Beth Merrit, Barbara Richardson and Kristina Sullivan

 

Deputy State Coordinator George Parkinson called the meeting to order at 10:15 a.m., and welcomed the board. Jonathan Dembo introduced Beth Merritt, head of the Cincinnati Historical Society's Museum, who made some general remarks welcoming the board to the Cincinnati Historical Society. Dembo then gave a brief report on recent events and news concerning the Society. Michael Lucas introduced David Barber of OhioLINK.

The board welcomed Kristina Sullivan, Jane Dunwoodie and Barbara Richardson of the Dayton Art Institute, who met with the board to discuss and answer questions about their grant proposal "The Dayton Art Institute Archives Processing Project." Currently in the preliminary review stage, the grant proposal seeks to "establish a formal archives program to maintain existing and future records that meet legal and financial needs, along with staff and public research requests." The board agreed to review the proposal and offered suggestions to the museum staff. The grant is being prepared for the 1 October 1997 deadline.

Dembo then presented the regrant committee's (Dembo, Lucas, and Oda) proposal Draft Electronic Imaging Regrant Program. This regrant proposal outlines the committee's plan to establish a statewide program involving electronic imaging of historical images of Ohio history. The draft plan calls for historical organizations in the state to submit for digitization historical images from their collections that tell the history of Ohio's first two centuries. The result would constitute a digital library of images of Ohio history and a permanent memorial to the state's bicentennial. The draft plan suggests awarding cash prizes in various categories to encourage participants.

Dembo stressed that this project would encourage wide participation among the archives community, increase the public's recognition of the archives field, and would be useful in promoting the Bicentennial. The board generally agreed with the outline of the draft plan and discussion concerning various aspects of implementation followed Dembo's presentation. Chief among the board's concerns were: the administrative costs and duties involved in such a large scale imaging program; determining the target audience; the handling of ownership issues such as property rights; establishing the criteria of the selection process - specifically, how will content issues be handled; deciding what restrictions will be placed on applicants; the problems of cataloging the collection; and of managing the project after the two year grant period has ended. It was agreed that a redraft should address these and other concerns.

Dave Barber of OhioLINK stated that he can see a role for OhioLINK in the proposed plan, and that he looks forward to working with the board in the formulating and implementation process.

Parkinson suggested showing the draft proposal to the Ohio Bicentennial Commission first, then to the NHPRC. Parkinson said that he would discuss the plan with Dick Cameron of the NHPRC to find out if it would work as a standard regrant proposal. It was decided to implement the following schedule: the board continue to review the draft proposal, submitting questions and comments to Dembo by 1 October. The Regrant Committee would then provide a revised version to Parkinson by 1 November. The revised draft proposal would be presented to the Bicentennial Commission for feedback.

Lucas moved to adopt the minutes for the 6 June meeting. Carol Tomer seconded. The motion carried.

Parkinson reported on the "Access Through Automation" project. Currently, representatives of the Ohio Historical Society and the Western Reserve Historical Society are negotiating with Ameritech, the chosen vendor, and all expectations are that a contract between all parties will be signed by the end of the year.

The board heard on the progress of the Historical Repository Records Survey. A report from the national coordinator, Vicky Walch, was handed out at the August NAGARA meeting, a copy of which the board reviewed. Parkinson remarked that one result of the survey is that for the first time, a solid overview of the archival holdings in North America will be available as a resource tool.

In discussing the next meeting, to be held 5 December at the Ohio Historical Center, it was agreed that the board will extend an invitation to Steve George, Executive Director of the Ohio Bicentennial Commission.

In other news, the board members reported briefly on their organizations and regions. Barbara Floyd discussed the celebration of the 121st Anniversary of the University of Toledo, and the coverage it has received in the media. Michael Lucas reported on the recent hiring of the new director of OPLIN; replacing outgoing director Tony Yankus will be Carol Roddy. She is scheduled to start on 2 September of this year. Lucas also announced the addition of "Family Link" to the electronic information service of the state library. This service provides information on health issues.

Carol Tomer announced that MAC/MIRMAC will meet in Cleveland in 2000. She also reported that - in celebration of their 75th Anniversary - the Cleveland Clinic Foundation has revised the 3rd edition of the Clinic's history, which will be available through their website, complete with illustrations. Dennis Harrison reported that the Cuyahoga Archival Roundtable has been revitalized with new leadership, and that he is searching to fill a new archivist position at the Case Western University Archives.

Dembo reported that he has been working on the records of the Natural History Museum and the Children's Museum of Cincinnati, and that he is planning to move into the new archives space by 1 December. Parkinson said that NAGARA has confirmed that they will hold their 1999 meeting in Columbus. A local arrangements committee made up of members of the State Archives staff and Dave Larson has been set up. Parkinson asked for OHRAB volunteers to serve on this committee, and Dembo agreed to serve.

Finally, Parkinson reported that the OHRAB website has moved to a new server, as of 1 August. The site address is now: http://www.ohiohistory.org/ohrab.

The meeting adjourned at 2:30 p.m. members of the board then took a tour of the Cincinnati Historical Society & Museum, courtesy of Jonathan Dembo. A brief reception with staff followed.

Repectfully submitted,

George Parkinson
Deputy Coordinator