Ohio Historical Records Advisory Board
Minutes, 9 October 2002
Ohio Historical Center
Columbus

BOARD MEMBERS PRESENT: Charlie Arp, Roland Baumann, Barbara Floyd, Raimund Goerler, David Larson, Mike Lucas, Julie McMaster, Gary Ness, Jim Oda, George Parkinson, Kermit Pike and Carol Tomer

BOARD MEMBERS NOT PRESENT: Keith Corman, John Fleming, and Ronald Koetters

STAFF PRESENT: Katherine Goliver, Shawn Martin and Elizabeth Nelson

Gary Ness called the meeting to order at 10:00 and welcomed the board. The agenda was reviewed, with the Board being advised that portraits for the website would be taken during the Sub-committee meetings. Roland Baumann requested that the agenda be altered for those with conflicting appointments. Barbara Floyd reported on the 8 August Ohio Records Summit Subcommittee. Floyd requested that the Board determine a date and title at this time. The committee of Charles Arp, Roland Baumann, Barbara Floyd, Julie McMaster, David Larson, and Raimund Goerler discussed the dates of 19 or 26 September. Goerler updated the Board on efforts to secure Senator John Glenn as the keynote speaker. The Board discussed the budget of $6,000 for the summit. Discussion ensued with regard to scheduling conflicts and the target audience.

The Board approved of the suggestion that the results of the Summit be reported at the Ohio Historical Society Combined Annual Meeting under consideration for fall 2003.

It was moved by Roland Baumann and seconded by Jim Oda that 26 September be the date of the summit. Baumann shall convey to Ken Thibodeau the approved date, with 19 September as the alternate. Goerler will advise Senator Glenn of the deadline for a decision on his participation. Mike Lucas amended the motion to include a one week deadline for Glenn's participation. Question was called; unanimously, the motion carried.

Discussion ensued on the title of the summit. The merits of the title containing the word crisis was reviewed by the Board. The three titles proposed were: Saving Ohio Historical Records: Current Crisis and the Future or The Status of Records in Ohio: A Bicentennial Review or Saving Ohio's Historical Records: After the Bicentennial.

David Larson entered into the record a submission entitled Crisis in Preserving Ohio's Records. Larson reiterated his strong conviction in the usage of Crisis in the title of the summit. Further discussion of proposed titles shall be conducted via the list serve.

Gary Ness updated the Board on Ohio Historical Society activity. The Board was advised of the recent reorganization of the Society. Members of the board reported on current events from their institutions and regions. Next, the sub-committees of the Board met, after which a group portrait was taken.

The Board reconvened at 12:40. It was moved by Mike Lucas and seconded by Roland Baumann to approve the 14 June minutes. Question was called; unanimously, the motion carried.

Charles Arp reported on the future impact of S.B. 234. The Board was advised that this bill creates rules for the State Archives. Currently the State Archives adheres to the procedures drafted by The Ohio Historical Society Board of Trustees. The Board was advised that this bill does not allow for reformatting of electronic documents or for disposal of microfilmed documents. Arp reported that the bill has been introduced but no action had been taken at the time of the meeting.

Arp updated the Board on the status of the ONAHRC Access Sub-committee. The Sub-committee will use 60 to 80 MARC records to create an Access database. The Board was advised that the restricted access of the WWII records is being reviewed by OHS legal council Fred Milligan. Arp advised the Board on the Federal Government's standards for accessing the information. Discussion ensued with regard to the Board drafting a NHPRC grant to hire a consultant to compare Ohio's situation with that of other states.

Elizabeth Nelson provided an update on the Ohio Memory Project. She reminded the board of the project goals, which are to create an online scrapbook, increase access to historical collections, encourage study and teaching of state and local history, commemorate Ohio's bicentennial, facilitate collaboration by historical repositories, and represent all 88 counties. Partner organizations that helped the society meet these goals include OPLIN, OhioLINK, Ohio Library Council, Ohio Bicentennial Commission, INFOhio, and the State Library of Ohio

The first, two-year phase of Ohio Memory ended in June 2002. Nelson reported that 260 institutions participated in the project.
48% are historical societies/museums
28% are public libraries
13% are special libraries/archives
11% are academic libraries/archives

There are currently 2,100 records in the Ohio Memory Online Scrapbook, which represents approximately 15,000 images. Of the 2,100 records, 144 are from OHRAB institutions (excluding OHS).
Ohio State: 49 records
Archives
Cartoon Research Library
Geological Museum
Music and Dance Library
Rare Books
Theatre Research Institute
Oberlin College: 46 records
Flesh Public Library: 15 records
State Library of Ohio: 15 records
Western Reserve Historical Society: 14 records
Cincinnati Museum Center: 4 records
University of Toledo: 1 record
No submissions from 3 institutions
Toledo Museum of Art
WRHS archives
Cleveland Clinic (not eligible in first phase)

When the first phase ended, the Ohio Memory project team worked to digitize Ohio Historical Society collections. Between July and October, the team selected 180 collections and digitized 165 collections. Ninety-seven collections are available online through Ohio Memory. Images are also linked to the society's online collections catalog (<http://www.ohiohistory.org/occ>). [Try searching "Black Brigade of Cincinnati" for an example.] Nelson mentioned a few highlights of the OHS collections added to Ohio Memory: objects and documents included in the Ohio Originals exhibit, 50 Hopewell effigy pipes from Tremper Mound in Scioto County, butterfly specimens, and the 1802 and 1851 Ohio constitutions. She also noted that the featured scrapbook (accessible from the main page of the online scrapbook) ties in with Archives Week 2002 and includes collections related to business and labor.

Nelson announced the launch of a second phase of Ohio Memory, which officially began on October 1, 2002. Phase 2 was made possible by a $50,000 Legacy Grant from the Ohio Bicentennial Commission and a $152,000 LSTA grant from the Institute of Museum and Library Services awarded by the State Library of Ohio. There are two significant changes in this phase: material created after 1903 will be accepted and there will be only one submission deadline (December 15, 2002).

Between October 21 and November 8 project staff will present four workshops to encourage and facilitate participation. Before the end of 2002, the project staff will distribute a survey of digitization activity in the state. In early 2003, the society will host a meeting to discuss the results of the survey and take input from historical repositories.

Finally, Nelson outlined what OHRAB can do to advance Ohio Memory.
1. Ensure 100% participation by institutions represented on the board
2. Spread word to colleagues and patrons (particularly about workshops and deadline)
3. Suggest improvements to interface and content
4. Identify fundraising opportunities
5. Complete survey and attend meeting

The Board was updated on the status of the Membership Manual. Discussion ensued with regard to defining conflict of interest and bi-law guidelines. The proposed meeting schedule of 2/14/03, 6/13/03 and 10/30/03. The Board expressed the desire to have an August meeting.

George Parkinson reviewed the NHPRC funding. Parkinson reported to the Board the funding of the Teaching American History grants.

Barbara Floyd advised the Board of the "20th Century Cultural History: The Caniff, Saalfield, and Wilson Collections" grant proposal. George Parkinson asked the Board to return a hard copy of their reviews by mail. Raimund Goerler exempted himself from reviewing this grant due to a conflict of interest. The deadline for returning review forms to Parkinson was set as December 1st.

Discussion returned to the topic of a speaker for the forum. Board members were asked to submit additional names for consideration. The date of November 1st was set as the deadline for submissions.

Katherine Goliver reported to the Board that approximately $2,000.00 remained of the grant funding. The remaining funds shall be spent on the database.

The Board discussed the drafting of a grant proposal to the NHPRC for a consultant. The earliest due date being June 2003 the Board will discuss via email.

The meeting was adjourned at 2:10 p.m. Next meeting will be on 14 February 2003.