archives assessment and planning workbook...sincere thanks to debbie otto and especially kim wiles...

ArchivesAssessment

and PlanningWorkbookedited by Paul H. McCarthy

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ArchivesAssessment

and PlanningWorkbookedited by Paul H. McCarthy

Copyright °1989 by

THE SOCIETY OF ANfERICAN ARCHIVISTS

All rights reserved.

Permission to quote or reprint portions

of this Workbook may be requested by writingThe Society of American Archivists600 S. Federal, Suite 504Chicago, Illinois 60605

CONTENTS

ACKNOWLEDGEMENTS

INTRODUCTION

ASSESSMENT FACT SHEET.

RESOURCE DATA SHEET.SAMPLE SHEET

ASSESSMENT CHECKLIST.

LEGAL AUTHORITY AND PURPOSE

GOVERNING AUTHORITY AND ADMINISTRATION.

FINANCIAL RESOURCES.

ItSTAFF

PHYSICAL FACILITIES

BUILDING ARCHIVAL AND MANUSCRIPT HOLDINGS.

PRESERVING ARCHIVAL AND MANUSCRIPT HOLDINGS.

0 ARRANGEMENT AND DESCRIPTION

ACCESS POLICIES AND REFERENCE SERVICES.

OUTREACH AND PUBLIC PROGRAMS.

SUMMARY PLANNING SHEET

USER SUMMARY EVALUATION SHEET .

SOURCES.

PAGE

4

5

10

1415

16

16

19

22

25

28

31

35

40

45

50

53

55

56

DATA TABLES. 57

ACKNOWLEDGEMENTS

A project of this scope is not possible without the efforts of many individuals. Withdeep appreciation I would like to acknowledge the efforts of William L. Joyce and MaryJo Pugh both of whom previously chaired the Task Force on Institutional Evaluation.Their efforts and the efforts of the previous members of the Task Force contributedmuch to the development of thought and approach that served as a basis for thisworkbook. The encouraging words and actions of John Fleckner and the support ofthe project by CGAP were most helpful.

The Task Force is particularly indebted to the National Historical Publications andRecords Commission (NHPRC). NHPRC grant funds supported the efforts to compilethe data tables and to test a draft edition of the workbook prior to finalizing themanuscript.

I would also like to recognize the contributions of several members of the current TaskForce. Paul Conway has worked incredibly hard developing the statistical studies, theintroduction and contributed continued enthusiasm to the project. Bob Byrd was in-valuable in revising and re-revising the questions for each section. Bill Moss served ascritic and was instrumental in convincing the task force to explain and interpret theprinciples so that they could be understood more easily. Terry Abraham contributedhis careful review, significant revisions and the appraisal questionnaire. Anne Caiger,Brother Denis Sennett, Mary Janzen, and Philip Mooney of the task force contributedsupport, critical review, suggestions, and enthusiasm throughout the project. Also, mysincere thanks to Debbie Otto and especially Kim Wiles from my office at RasmusonLibrary, University of Alaska Fairbanks, who cheerfully shepherded the manual throughwhat seemed like endless revisions.

Paul H. McCarthy, EditorChair, Task Force on Institutional Evaluation

1986-1988

•>..\ m^-:-m-,

INTRODUCTION

PURPOSEThe workbook is designed to help you organize information about your repository,systematically evaluate it, and develop plans to improve that program.

In order to do this, the Society of American Archivists has prepared this ArchivesAssessment and Planning Workbook to help you gather information on your institution'sresources, responsibilities, and activities, place this information within the context ofwidely accepted principles of institutional evaluation, and compare your programs withbroad national patterns. It is not intended to supplant your unique mandate to identify,preserve, and make available historical materials of enduring value. The workbook isdesigned to help you organize information about your repository and systematicallyevaluate it.

Another important purpose of the workbook is to guide the self-study process withina framework of SAA's "Principles of Institutional Evaluation." Derived from the the-oretical elements that support archival work, the principles are a common denominatorfor archivists and a point of departure for strengthening the entire archival profession.The principles are direct, yet flexible. The assumptions underlying each principle areexplicitly stated and the implications of the principles for individual repositories arespelled out. V

The diversity of archival institutions argues against evaluating programs and servicesby rigid criteria inflexibly applied. The process of self-study and planning outlined inthis workbook instead encourages assessment in terms of the goals you set for yourselfand your institution. Worksheets included in each section help structure the assessmentand establish priorities for action. , >•-

A final purpose of the workbook is to help reduce the isolation of individual institutionsby permitting you to compare your repository's resources and activities with archivesof similar size and character. While each institution is unique, the 1985 Census ofArchival Institutions showed that patterns of resources for archival programs exist.Attuning yourself to these patterns and assessing your programs against them is auseful form of evaluation in itself. The workbook includes basic data sheets for gath-ering information in standardized form and matching it with summary statistics fromthe 1985 Census responses. As new statistical information is gathered in subsequentstudies, workbook tables can be updated easily. . , . '

ORIGINS AND DEVELOPMENTThe Archives Assessment and Planning Workbook brings together the most useful portionsof three major products of the program undertaken by the Society of American Ar-chivists' Task Force on Institutional Evaluation over the last ten years. By unifying theTask Force's self-assessment program, on-site peer review system, and statistical portraitof archival institutions in one flexible workbook, archival program assessment shouldbe much easier to undertake, and produce more meaningful results.

' • : • } , ' ' ' • • • - . - • ' • - • ' -1

- - f 4 • : * ? ' • • • • ' ' > * • ' • « • > • • • • - . • . ^ * ' - • ' • • " . - * • '•:• - " ' • • • • : . ' -

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The Task Force developed the first component, a self-assessment program, from 1978to 1982 and described it in the booklet Evaluation of Archival Institutions, now out ofprint. The self-assessment process provided an archival organization with a structured (Jkmethod for examining its purpose, goals, plans, and performance, and for evaluatingthe degree to which its goals and objectives were realized. The completed study reportwas a tool for focusing the dialog between archivists and administrators within theparent institution or governing authority. The Assessment Workbook incorporates andexpands the process outlined in Evaluation of Archival Institutions.

The second component, peer review, took the self-study process as its point of depar-ture for a comprehensive on-site evaluation by a team of experienced archivists. Thereview team benefited from a detailed checklist prepared by the Task Force and guide-lines for narrative evaluations of the repositories they visited. On-site evaluators foundthe checklist to be a very useful evaluation tool. Yet the combination of self-assessmentand peer review proved to be a cumbersome and costly process for individual archives.Few repositories took advantage of the full program. The Archives Assessment and Plan-ning Workbook contains a streamlined and enhanced version of the peer-review checklist,previously available only to on-site evaluators.

The third component of the Task Force evaluation program — a base of statistical in-formation from archival repositories throughout the United States — resulted in the1985 Census of Archival Institutions. Despite a number of flaws, the ambitious project,generated a wealth of useful information about the nation's archival programs. A majorportion of the study's findings are reported in the Spring 1987 issue of The AmericanArchivist.

The workbook combines the principles of institutional evaluation as adopted by S.A.A.Council with streamlined versions of the checklist used by on-site visitors over the lastsix years and the narrative evaluation questions from the core of the self-study process.In the workbook's appendices are tables of statistics from the 1985 census, displayedin a fashion that permits easy comparison by type and size of repository.

HOW TO USE THE WORKBOOKThe workbook should be useful for any type or size of repository, regardless of itsplacement in an administrative structure. The assessment process should involve asfully as possible administrators, staff, and users of the repository, as well as membersof the parent institution, as appropriate. Before beginning the assessment, an openmeeting of all affected and interested individuals should be held so that everyone willbe aware of the study and the reasons for it. The study should be carried out by a teamof professional archivists, although one individual with access to financial, personnel,and program information should be responsible for coordinating the assessment proj-ect.

Since archives are often part of a larger parent institution, there may be difficultyinitially in defining the bounds of the activities to be studied. We suggest that theassessment should be directed to an examination of the largest unit that carries out theactivities described in the workbook as a whole.

The word "archives" in the workbook is used in the broadest possible sense to refer toany institution having custody of documentary materials of enduring value. The work-book will be most useful for organizations that are able to define their activities withinthe bounds of one of the following broad types of archival repositories:

FEDERAL: A governmental agency that is part of the federal government.

STATE: A public or private agency that functions and has responsibility at a statelevel, such as a state historical society or state archives. ,

LOCAL: An agency primarily responsible for documenting local community ac-tivities, such as a city or county archives, a local historical society, or a public librarywith a local community focus in its collections and services.

ACADEMIC: A public or private college or university. ...... ,.;

BUSINESS/INSTITUTIONAL: Archival programs associated with either profitor not-for-profit businesses or institutions.

RELIGIOUS: Archival programs sponsored by a religious denomination or a spe-cific group within that denomination — whether at a parish or community level— a religious order, or a diocesan, regional or national religious organization.

SPECIAL SUBJECT: A manuscript or archival collection documenting a partic-ular topic (e.g. women's history) or region or locale (e.g. western history).

MUSEUM: An archival program that functions as an integral part of a largermuseum institution, regardless of the function of that museum.

For many archives, the best time to work through the assessment process may be thatpoint in the annual budget cycle when resource allocations are being determined. Al-ternatively, the Assessment Workbook may serve as a useful mid-year review of prog-ress made toward annual goals. In any event, the assessment program should be tiedto the planning and decision-making process in your institution, not to the artificialmandates of the calendar. The process of working through the assessment workbookwill not necessarily be linear, but may instead involve repeated comparisons of DataTables, information gathered within your repository, and close study of specific pro-grams and activities. :.

The workbook is designed to be completed in seven steps using a series of worksheets.PLEASE REVIEW THE ENTIRE WORKBOOK BEFORE BEGINNING THE EVAL-UATION EFFORT. THEN:

1) Gather specific data about your institution on the forms marked ASSESSMENTFACT SHEET. Pay particular attention to definitions where provided and to theparticular units of measure required.

2) Complete the RESO.URCE DATA SHEET, transferring information from the AS-SESSMENT FACT SHEET and the DATA TABLES in the appendix. Codes onthe ASSESSMENT FACT SHEET correspond to particular rows on the DATASHEET. Data from column 2 on the APPENDIX TABLES should be entered incolumn 2 of the RESOURCE DATA SHEET. Similarly, data from column 6 onthe DATA TABLES should be entered in Column 3 of the RESOURCE DATASHEET.

-.-.•'V- ' •-

3) Read carefully and check off answers on the assessment checklists for each of theten functional areas of the workbook.

— Legal Authority and Purpose— Governing Authority and Administration— Financial Resources-Staff— Physical Facilities— Building Archival and Manuscript Holdings— Preserving Archival and Manuscript Holdings—Arrangement and Description—Access Policies and Reference Services— Outreach and Public Programs

(At this point, it may be useful and appropriate to divide the workbook amongteam members. Some sections call for significant factual analysis, while others 'aremore qualitative in nature.)

4) Complete the questions in each of the ten functional areas requiring in-depthnarrative responses. This is an opportunity to qualify answers to checklist items,elaborate on special circumstances confronting the repository, or focus on the needfor further research and evaluation.

5) Review the responses to checklist questions, narrative evaluations, and RESOURCEDATA SHEET information and identify up to three areas of particular strengthand three areas of possible improvement. Note these on the PLANNING WORK-SHEET for each functional area. (At this stage it is only necessary to indicate areasof improvement on the WORKSHEET, leaving actions and priorities for a laterstage of the assessment process.)

6) Remove or copy all ten PLANNING WORKSHEETS from the workbook andexamine them as a group. At this time you can begin the process of identifyingnecessary improvements, staff resources required to accomplish them, and somesense of the time needed to complete and assign priorities for action. For mostarchives, it will become clear that some areas are amenable to short-term improve-ment while others will require greater time and resources, or may not be feasibleat all.

7) Complete the SUMMARY PLANNING SHEET by identifying the three mostpressing areas for improvement, staff required to develop the plan of action, andexpected dates of completion.

Completion of this assessment and planning process will provide an excellent appraisalof the strengths and weakness of the archival program, identify, in priority order, areasthat require improvement and a plan that will assist staff in developing a more effectiveprogram.

GOING BEYOND THE WORKBOOK

Even though the approach taken by the workbook is new to the archival profession,archivists are not the first to identify and implement planning processes. The planningexperiences of library and museum experiences may be of use in carrying out theassessment process. The bibliography at the end of the workbook refers to a numberof projects with innovative approaches to planning and evaluation. The Public LibraryDevelopment Project is especially noteworthy, as is the Museum Assessment Programsponsored by the American Association of Museums. Also under development is acomprehensive clearinghouse for archivists, the Archival Resource Information Co-operative (ARIC). ARIC will be administered through the library of the National Ar-

chives and Records Administration and will contain information on research projects,innovative programs, funding sources, and archival literature. .

The Society of American Archivists offers a number of services to aid archivists inevaluating their programs. The Education Office sponsors workshops and other train-ing programs around the country on archival management, preservation, automationand other subjects. The Preservation Program Office administers a consulting serviceproviding one-day, on-site evaluation of preservation and photographic collection pro-grams. SAA also maintains a clearinghouse of information on archival automationprojects. Finally, SAA distributes a wide variety of publications on archival collectionsmanagement and program development. A full listing of publications and more infor-mation on services are available through SAA headquarters in Chicago.

Paul ConwaySociety of American Archivists

•..•V

• & • . . • . . ' • : • • - • • • • ' . ' • • ' " • *

.*'&.V

ASSESSMENT FACT SHEET

REPORTING YEAR

I. ORGANIZATIONAL OR INSTITUTIONAL SETTING

Please enter a checkmark beside the item which best describes the Type of Repository respondingto this questionnaire. (Check only one).

01. Federal 05. Business/Institutional

v*

02. State . 06. Religious

03. Local 07. Special Subject

04. Academic 08. Museum09. Other

PLEASE SEE DEFINITIONS INCLUDED IN THE INTRODUCTION

II. FINANCES

What were the total financial resources available to the repository during the reporting period,including personnel salaries and benefits?

$ Also place answer on line Dl of Resource Data Sheet

How much of the funds available were expended for personnel costs (Including benefits)?

$-, Also place answer on line D2 of Resource Data Sheet

III. STAFF

Questions Illa-IIIc ask for the composition of staff on the last day of the reporting period.Column A asks for the number of persons, both full-time and part-time. Column B asks for thenumbers of full time equivalents (FTE'S).

FTE's are calculated as follows:Sum the total hours worked per week by all full-time and part-time persons; divide thistotal by the number of hours considered to be a full-time work week.

10

A BTotal No. Persons Total No. FTE's

Total staff [D3] [D4]

Professional staff [D5] [D6]

Clerical/Technical staff

Students

Volunteers

Other staff

What were the highest, lowest, and average annual salaries, excluding fringe benefits, paidto professional staff members during the reporting period? Part-time rates should beprojected to full-time rates.

a. Highest salary $ [D7]

b. Lowest salary $ [D8]

c. Average salary $ [D9]

IV. FACILITIES AND EQUIPMENT

What is the total amount of floor space available to the repository?

sq. ft. [D10]

How much space is available for storing archival materials?

sq. ft. [Dll]

V. HOLDINGS

Basic Report on Holdings

What was the total volume of holdings on the last day of the reporting period?

cu/linear ft. (on a 1:1 basis) [D12]

11

Detailed Report on Holdings " ". -Y ..'•••,.

For the questions below, please indicate the nature of the holdings on the last day of thereporting period. When more than one unit of measurement is listed, use the unit of measure-ment that best fits your situation. Please include all off-site and record center holdings.

Archives of parent institution [D13] feet - •' V

Archives of other institutions [D14] feet ,'

Manuscript collections [D15] feet ?<• ;\ ' •' '-".

;;; Other feet \"\--\-.

VI. ACQUISITIONS AND PROCESSING ACTIVITIES

Total Volume of Activity During the Reporting Period '" ' l .•"'

Surveyed [D16] . ,, feet ',. ;'

Scheduled [D17] j feet

Received or accessioned [D18] , feet . • ..-•••;:

Arranged [D19] feet .

Described [D20] : ]t feet

Transferred [D21] feet

Destroyed [D22] feet -'

" , J.;,,-,:•::'•. . - . % . . • .

VII. LEVEL OF FORMAT OF DESCRIPTION

What percentage of total footage of holdings was described at the record group or collection levelat the end of the period? [D23] , ,.r ^ . , ,

Percent

What percentage of the total footage of holdings was also described at the series level at the endof the reporting period? [D24] ..

P e r c e n t •.••.;• ' 'rl

What percentage of the total footage of holdings was also described at the file level at the endof the reporting period? [D25]

Percent

A

12

VIII. REFERENCE AND USE OF HOLDINGS

What was the total number of persons using the repository during the reporting period? (Excludestaff of the repository but include staff from the parent institution.) [D26]

. Persons

What was the total number of daily visits during the reporting period? This number is computedby adding the daily counts of users who spend all or part of any day in the repository. A useris counted only once on any day. (Exclude staff of the repository, but include staff from theparent institution.) [D27]

Daily Visits

What was the amount of reference activity requested by users who do not visit the repositoryin person? An inquiry is made by a user of a repository to supply information about or fromrecords or for use of copies of them.

Number of requests answered by telephone.

Requests

Number of requests answered by mail.

Requests

«i ! , . - :• ».•"

•'"' ' -V. . . -.- .,

• • * % •

1 3

' - ' • " . . . ' ? ? i f ' J ' '

RESOURCE DATA SHEET

REPOSITORYBEINGREVIEWED

COMPARABLETYPE OF

REPOSITORY*MEAN MEDIAN

D1. Total financial resources available forone calendar or fiscal year, includingpersonnel salaries and benefits

D2. Total funds expended during one cal-endar or fiscal year for personnel costs,including benefits

D3. Total staff — total number of persons

D4. Total staff — number of full-timeequivalents

D5. Professional staff — total number ofpersons

D6. Professional staff — number of FTE's

D10. Total amount of floor space (in sq.ft.) available to the repository

Dl 1. Space (in sq. ft.) available for storingarchival materials

D12. Total volume of holdings in linear orcubic ft

D26. Total number of users

D28. Intensity of use (total volume ofholdings divided by the number ofresearch visits t i ' • , . . . • • • > , . . . • • •

D29. Reference demand (total researchervisits divided by number of total staff)

*Data from the repository being reviewed may be compared with census data from the tablesfor similar repositories either by type, budget, or size of the holdings. Census data should bedrawn from tables (tan sheets). Mean and Median figures are obtained by referring to theappropriate table (i.e. D3) for Total Staff and then the appropriate line. See example on thenext page.

14

I.*".

Dl. Total financial resources available forone calendar or fiscal year, includingpersonnel salaries and benefits

D2. Total funds expended during one cal-endar or fiscal year for personnel costs,including benefits

D3J Total staff — total number of persons

D4. Total staff - number of full-timeequivalents

D5. Professional staff — total number ofpersons

D6. Professional staff - number of FTE's

D10. Total amount of floor space (in sq.ft.) available to the repository

DM. Space (in sq. ft.) available for storing

1st Quart Median 3rd Quart

/ /

6Space (in sq. it.) available tor storing yarchival materials /

Total volume of holdings in linear orScubic ft —•

gs jFeet)

D26. Total number of users

D28. Intensity of use (total volume ofholdings divided by the number ofresearch visits

D29. Reference demand (total researchervisits divided by number of total staff)

*Data from the repository being reviewed may be compared with census data from the tablesfor similar repositories either by type, budget, or size of the holdings. Census data should be I ^drawn from tables (tan sheets). Mean and Median figures are obtained by referring to theappropriate table (i.e. D3) for Total Staff and then the appropriate line. See example on the 1 0 0 K -next page.

14,454.8424,072,96

12,549.6730.133.9826,220.79

9,161.183,293.07

12,801.096,362.405,329.33

7,952.99

Mean

16,600.80

Stand. Dev.

1st Quart f Median^' 3rd Quart Max.

22,96944,900

5,1686,4403.0001.5005,4422,500

600 2,004 6,550


Missing1 • 25K25K- 100KI00K - 1000K> I000K

final

66100133

18

505

2.163.20

13.3168.8'}

8.58

1.412.029.97

36.96

15.48

0.51.02.0

15.0

0.5

1.02.06.0

47.0

2.0

2.03.0

10.072.0

3.0

3.04.0

18.088.0

8.0

8.015.050.0

156.(1

156.(1

4111

43

Holdings1 -500501 - 50005K - 50K> 50,000

Total

N76

1649815

505

Mean2.965.43

16.6345.93

8.58

Stand. Dev.3.896.69

20.7530.50

15.48

Min.0.50.51.05.0

0.5

1st Quart1.02.07.0

21.0

2.0

Median2.04.0

12.039.0

3.0

3rd Quart3.06.0

18.072.0

8.0

Max.25.054.0

156.0110.0

156.0

Missing4412

43

37,10037.00000,00062,22013,00092,50031,00019,000

6127

67155123

7

Missing

188

Missing

1 - 25K25K - 100KI00K - 1000K> I000K

Tolal

4285

11113

360

1,489.243,353.66

12,031.8249.872.23

7.952.99

6,390.1910,498.2315,354.6239,743.02

16,600.80

261240

1,180

12

181574

2,10015,000

600

3121,2206,550

47,644

2,004

6502,644

13.90076.300

6,550

41.78492,50075,893

137,000

137,000

281623

6

188

ASSESSMENT CHECKLIST

1. LEGAL AUTHORITY AND PURPOSE

Principles. "There must be explicit documentation of an archives' legal status and au-thority. The archives must have a formal statement of its purpose."

Amplification. To function effectively, an archives must have authority for its establish-ment, legal standing, and purpose. This authority should be stated explicitly in a formaldocument. The archives should also have a program statement describing the functionsit must perform and the resources it needs to achieve its purposes.

YES NO N/A

'. 1. Does the archives have a document or doc-uments that authorize its establishment andcontinued existence?

2. Does the archives comply with legal require-ments, if any, to maintain its authority andstatus? • , - . . • • • • . :

3. Is the documentation that establishes the le-gal status of the archives sufficiently com-prehensive and definitive?

4. Does the documentation clearly define therole and function of the archives?

5. Does the documentation clearly delineate thelines of authority and responsibility of theperson in charge of the archives?

6. Is there within the same documentation astatement of purposes and objectives and thefunctions the archives is to perform in ful-filling them?

7. Are the objectives and functions stated clearly,and do they embody and reflect nationallyaccepted archival principles and functions?

8. Can the archives' performance of its func-tions be compared to the purposes and ob-jectives so as to arrive at a reasonableappraisal of success or failure?

9. Does the person responsible for the archiveshave sufficient authority to ensure that thearchives performs its functions so as to meetits objectives?

10. If the archives is part of a larger institution,is the archives' statement of purpose con-sonant with the purposes of the institution?

16

THE FOLLOWING ARE OPTIONAL EVALUATIVE QUESTIONS THAT RE-QUIRE A NARRATIVE RESPONSE. THESE QUESTIONS MAY BE HELPFUL INREVIEWING PROGRAM AREAS THAT REQUIRE IMPROVEMENT:

What are the strengths and weaknesses of the documentation that establishesthe legal status of the archives?

Assess the mandate of the archival institution. Are the goals clear, functional,and meaningful? Are changes needed? How do the goals of the archives com-plement those of the parent institution?

17

PLANNING WORKSHEET

SECTION: LEGAL AUTHORITY AND PURPOSE••&>..

PROGRAM STRENGTHS:

2.

3..

AREAS TO IMPROVE:

1

NEXT ACTIONS: l . _

3.

STAFF RESP.:

START DATE:

2.

COMP. DATE:

NEXT ACTIONS: l . _

: • • • . : • 2 —

' * ' . * ' • : ' • : 3 . _

STAFF RESP.:

START DATE: COMP. DATE:

NEXT ACTIONS: 1.

•^: .v-us*;*& 2..

:?:?> .-Yt% 3..

STAFF RESP.:


18

2. GOVERNING AUTHORITY AND ADMINISTRATION

Principles. "The governing authority of the archives should adopt statements of basicpolicy and establish areas of administrative authority. There should be a clear under-standing of the difference between governance and administration. Staff should beinvolved in both the planning and evaluation of specific objectives and priorities estab-lished to carry out the statement of purpose. If the archives is part of a larger insti-tution, the administrator of the archives should be involved in the planning and evaluationprocesses of that institution as they affect the archives."

Amplification. Each archives has some form of governing authority, such as a board oftrustees or a parent institution, to which it is responsible, from which it derives authorityto fulfill its purposes, from which it obtains resources necessary to perform its functions,and within whose general policies and purposes the archives must function compatibly.

Clear documentation of the authority and responsibility relationship between an ar-chives and its governing body and of the means by which the archives is accountableto that body are both essential to success of archival management and fulfillment ofarchival purposes. The governing authority should establish basic policy and assignresponsibility for executing archival applications of that policy to the archives admin-istrator. The archives should account for its activities by keeping records of the per-formance of its functions and by producing periodic reports (at least once a year) tosummarize those records and to demonstrate how specific purposes have been fulfilled.The archives administrator and staff should be party to planning of specific prioritiesand objectives to carry out the statement of purpose. They should be party to periodicevaluations of the archives performance. If the archives is part of a larger institution,the archives administrator should be party to institutional planning, budgeting, andevaluation that affects the archives.

.f.

YES NO N/A

1. Is the authority/responsibility relationshipbetween the archives and its governing au-thority both clear and documented?

2. Is the organization and role of the govern-ing authority clearly stated?

3. Does the governing authority act as a policy-making body only? • ,

4. Does the governing authority assign specificauthority and responsibility for manage-ment of the archives to its director?

5. Are the authority and responsibility as-signed appropriate and sufficient to enablethe director to manage the archives?

6. Is the director responsible for reporting tothe governing authority on behalf of the staff?

19

7. Is there a formal annual report, supportedby recordkeeping procedures on acquisi-tions, processing, and use of collections?

8. Have specific goals and priorities been es-tablished within the framework of the ar-chives' statement of purpose?

9. Do the archives director and staff partici-pate in planning objectives and evaluatingperformance?

10. Does the archives director take part in in-stitutional planning and evaluation that af-fects the archives?

11. Does the manner in which this participationtakes place support the archival functionsand encourage fulfillment of archival objec-tives?


Does the administrative structure of the archival institution and its placementin the larger parent institution contribute to the attainment of the goals andobjectives of the archives? Note strengths and weaknesses. What changes wouldimprove the ability of the archives to carry out its mission?

Assess the specific goals, objectives, and priorities established to carry out thearchives' statement of purpose. Are they appropriate, realistic, and functional?If met, would they fulfill the statement of purpose?

20

PLANNING WORKSHEET

SECTION: GOVERNING AUTHORITY ANDADMINISTRATION

•:-/i': , - • • •

PROGRAM STRENGTHS: • • • » ; ^ ' ' "

2.

AREAS TO IMPROVE:

1.

NEXT ACTIONS: 1.

2.

3.

STAFF RESP.:


NEXT ACTIONS: 1.

2..

3.

STAFF RESP.:


NEXT ACTIONS: 1.

« . . , . , : . : - . . • - . . • • • . 2 . .

3.

STAFF RESP.:

STAPTDATF,- COMP. DATE:

21

3. FINANCIAL RESOURCES - >Principles. "Financial resources dependably available to the archives must be adequateto carry out its stated purpose. These available resources should be identified in aseparate budget for the archives. Staff should have the opportunity to contribute tothe budget-making process, and the administrator should be involved at a higher levelif the archives' budget is part of a larger budget." , v .

Amplification. It is essential to effective archival operations that resources once com-mitted to the archives' use remain so committed and controlled by the archives, subjectto proper discussions by the governing authority about sources of funding and budgetallocations for the archives. The archives must have the means and authority to procuregoods and services required to meet specific annual program objectives without delaysthat would imperil their accomplishment. The archives should have sufficient admin-istrative staff, information systems, and equipment to process paperwork and maintainaccountability of property and expenditures without detracting from the ability of staffto perform primary archival functions. , '• ,;•?;<- 5"

YES NO N/A

1. Are the financial resources dependably avail-able to the archives sufficient to carry out thegoals and objectives of the archives?

2. Does the archives have its own budget?

3. Does the budget provide sufficient flexibilityand autonomy for the archives?

4. Does the archives staff participate effectivelyin the budget formulation process?

5. Does the archives director participate in gov-erning authority discussions on funding andbudgeting for the archives?

6. Does the archives director have the means andauthority to procure goods and services re-quired to meet program objectives withoutdelays that would imperil their accomplish-ment?

7. Does the archives have sufficient administra-tive resources to handle necessary paperworkand accounting without detracting from itsability to perform primary archival func-tions? ," : ',-•'' ,.


In reviewing question Dl on page 14 the institution will be found to be aboveor below the mean and above or below the median of comparable type insti-

22

tutions in terms of total budget. What are the implications for this institutionrelative to its budget as compared with similar institutions?

In reviewing question D2 on page 14 the institution will be found to be aboveor below the mean and above or below the median of comparable institutionsin terms of funds available for personnel. What conclusions can be drawn re-garding the institution's placement related to comparable institutions?

Assess the adequacy of the budget to carry out the goals and objectives of thearchives.

What are the strengths and weaknesses of the budget-making process?

How well does the allocation of the financial resources of the archives relate toits several functions in light of the goals and objectives of the institution?

23

PLANNING WORKSHEET

SECTION: FINANCIAL RESOURCES

PROGRAM STRENGTHS:

1

2.

AREAS TO IMPROVE:

1

NEXT ACTIONS: 1.

2.

3..

STAFF RESP.:

START DATE: COMP. DATE:• ' - • ' . ;

NEXT ACTIONS: 1.

2.

3.

STAFF RESP.:

START DATE:

3.

COMP. DATE:

NEXT ACTIONS: 1.

• - • ' • 2 . .

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24

4. STAFFPrinciples. "Every archives must include on its staff at least one person who possesses,through training or experience, professional competence in archives management. Thearchives must also have sufficient staff to supply services commensurate with its volumeof holdings, the needs of its researchers, and programs designed to meet goals andobjectives."

Amplification. An archives must have staff with sufficient training and experience inarchival functions, techniques, and management to assure that its purposes are achieved,while archival values and principles are maintained. The archives must have enoughstaff so that functions and tasks in support of archival purposes are not unduly ne-glected for want of personnel. Staff members must have the knowledge, skills, andabilities sufficient to maintain national archival standards in the performance of theirduties and sufficient to attain specific objectives without undue delay.

Beyond this:

— salaries and benefits should be adequate to assure that a qualified and effec-tive staff can be attracted, hired, and retained;

— personnel policies (such as hiring and dismissal, position descriptions, per-formance planning and evaluation, awards and penalties, time and attendance,compensation, grievance procedures, etc.) should be clearly stated and shouldbe known and understood by all staff members;

— personnel policies should encourage professional development through on-the-job training, continuing education, scholarly research and writing, and par-ticipation in professional organizations related to the work of the archives;

— an archives should have written policies and procedures setting forth theprocedures by which functions, projects, and tasks are to be accomplished andthe standards of quality that are to be applied in their accomplishment, so thatstaff members are clear about what is expected of them;

— an archives should have clearly defined and equitable policies and proceduresfor the use of volunteers, interns, and other uncompensated workers and fortheir relationship to the paid staff; and,

— an archives should have clearly stated principles of archival ethics that areknown and understood by all staff members.

YES NO N/A ' : ' ^ J ; •"

1. Does the archives staff include at least onemember who possesses, through training orexperience, professional competence in ar-chives management?

_ 2. Are the number, training, and experienceof the staff sufficient to carry out the stated

,.,J, goals and objectives of the archives?

3. Are the salaries and fringe benefits ade-quate to insure a qualified and effective staff?

25

4. Are personnel policies clearly stated andknown to all staff members?

5. Are there written job descriptions with cri-teria for evaluation of work accomplished?

6. Do the archives' personnel policies encour-age staff development through continuingeducation, involvement in professional or-ganizations, and scholarly research and writ-ing?

7. Does the archives have written policies andprocedures so that staff members clearlyknow what is expected of them in the per-formance of their functions?

8. Does the archives have clearly defined andequitable policies and procedures for the useof unpaid workers such as interns and vol-unteers?

9. Does the archives have clearly stated prin-ciples of archival ethics?

10. Is personal collecting, buying, selling andtrading by staff in areas that compete withthe repository prohibited?


In reviewing question D3 on page 14 the institution will be found to be aboveor below the mean and above or below the median of comparable institutionsin terms of total staff. In reviewing question D4 on page 14 the institution isabove/below the mean and above/below the median of comparable repositoriesin terms total staff of FTE'S. How does this institution compare with similarinstitutions, and how well is this institution staffed to carry out its programresponsibilities?

In reviewing question D5 on page 14 the institution will be found to be aboveor below the mean and above or below the median in terms of professional staffavailable. In reviewing question D6 on page 14 this institution is above/belowthe mean and above/below the median in terms of professional staff FTE'S.What conclusions can be drawn in terms of the professional staff available tosupport programs?

Evaluate the ability of the staff to carry out the goals and objectives of thearchives.

Does the allocation of staff among the various functions of the archives con-tribute to the effectiveness of the archives in meeting the goals and objectivesof the archival agency?

26

PLANNING WORKSHEET

SECTION: STAFF

PROGRAM STRENGTHS:

l

9 ifimAREAS TO IMPROVE: 9 ""'

l

NFVT ACTTONS- 1

9

STAFF RFSP •

START riATF-

9

NFVT ACTTONS- 1

STAFF RFSP •

START r»ATF-

NFYT ACTTONS- 1

9

STAFF RFSP •

START F1ATF-

h f ; !

l / i l l f i i f -.••••'^••.

. • , - • • • ' , : • • : ' . • • • ; ; • ' - • : • • '

COMP r>ATF-

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COMP r»ATF-

. • • • ' • • • • » , " ' • • • " / . ¥ • • ' . ' ' • " • ' " • '

'• •• • • ' • v • - ^ Y - , . /

COMP r>ATF-

• • ' ' • ' ' - ' • • • • • ' . . . .

• % : • . . ; / - . ; • • • • : '

• • ' • • • • • •

- ' " . " ; • • ' • . .

. - . - . • • • . ' '

• ' >' - : • ' ,

• , ' . . ' . . • ! • • • < r , '

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; • • : • < " • • , . . - . . • - - ;

1 ""i

" > ' • • ' • ' • * • « ; . , ,

' " • . - * • • . •

' , . • • , ' / • • » > " - •

: ' • . • ' ^ . .

27

5. PHYSICAL FACILITIESPrinciples. "The archives should provide adequate and suitable space and facilities forprocessing, storage, and use of its records and for other programs (such as conserva-tion, education, and microfilming) that are designed to meet stated goals and objec-tives." ' -..'• " '"'• .

Amplification. Adequate and appropriate space, facilities, and equipment are essentialto effective archival performance and fulfillment of archival goals. These should meetnational standards for environmental conditions and for protection against destruction,theft, and other dangers. Facilities and equipment should be planned for growth andmodernization to accommodate future records. .

YES NO N/A

1. Is space for receiving, arranging, and de-scribing records, and for other programfunctions, adequate to meet institutional goalsand objectives?

2. Does the archives maintain secure storage areasthat permit efficient retrieval of records?

3. Is the stack space appropriate for both thevolume and variety of records?

4. Is stack space provided for anticipated growthin the archives' holdings?

5. Does the reading room have a clean, well-lighted and quiet environment with a mini-mum of distractions and sufficient space forusers?

6. Is the archives well designed and equippedto accommodate physically handicapped users?

7. Does the archives have space and equipmentincluding typewriters, recording devices, pro-jectors, microfilm readers, and computer fa-cilities that are necessary for users to use thevariety of record types available at the ar-chives?

8. Does the arrangement of the archives facili-tate work flow?

28 * '


In reviewing question D10 on page 14 the total floorspace available to the re-pository will be found to be above or below the mean and above or below themedian of comparable institutions. In reviewing question Dll the space avail-able for storing archival collections will be found to be above or below themedian of comparable institutions.

Compared with total space available to other comparable institutions and spaceavailable for storing materials what conclusions would you reach about thisinstitutions ability to provide use space, staff offices, and storage areas?

How do the physical facilities of the archives contribute to or hinder the attain-ment of the goals and objectives of the archives?

How does the equipment available to the archives help or hinder it in carryingout its mission?

29

PLANNING WORKSHEET

SECTION: PHYSICAL FACILITIES

PROGRAM STRENGTHS:

START DATE:

2.

NEXT ACTIONS: 1.

2.

3.

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START DATE:

3..

NEXT ACTIONS: 1.

2..

3.

STAFF RESP.:

START DATE:

COMP. DATE:

COMP. DATE:

COMP. DATE:

30

* * * • • • . - .

AREAS TO IMPROVE:

NEXT ACTIONS: 1.

6. BUILDING ARCHIVAL AND MANUSCRIPT HOLDINGS

Principles. "An archives must have authority to receive the records of the institution ofwhich it is a part. If the repository acquires private papers or records from otherorganizations, it should have a formally adopted written acquisitions policy identifyingthe types of records the archives will attempt to acquire.

In order to identify records to be retained or destroyed, the archives, in conjunctionwith the other administrative subdivisions of the parent institution, should prepare orapprove records disposition schedules. Where appropriate, the repository should devisea manuscripts acquisition strategy that will enable it to obtain the types of materialsthat are compatible with its acquisition policy.

All acquisitions should be appraised to identify permanently valuable materials. Thearchives should maintain records to document the acquisitions process and shouldrecord wherever possible the provenance of all accessions."

Amplification. Disposition schedules should be designed to preserve an adequate accountof the work of the parent institution for legal, administrative, and historical reference.Acquisition of material from outside the institution should be designed to build acoherent research collection of lasting historical value. Acquisition strategies and pro-cedures should be consistent with records disposition schedules and the acquisitionspolicy of the archives. Records should be maintained to document all transfers andacquisitions. Monetary evaluations and their procedures should be designed and exe-cuted to protect the interests of the archives, the parent institution, and the donor, andto prevent fraud or unethical conflicts of interest. . ,

Donations of private materials should be documented by deeds of gift. Archives shouldinform donors of their rights and responsibilities with respect to donations and to thematerials once they are donated to the archives. The rights and responsibilities of thearchives with respect to donated materials should also be explained. The archives shouldavoid, whenever possible, restrictions on access and use that are inequitable or exces-sively difficult to administer, and must have the authority to honor all restrictions itaccepts as conditions of gifts.

YES NO N/A

1. Is there explicit grant of legal authority tothe archives to receive records and otherdocuments?

2. Is the grant of authority adequate to thepurposes of the archives?

3. Does the archives prepare and/or approvedisposition schedules in consultation withsubdivisions of the parent organization?

4. Are disposition schedules comprehensiveenough to assure an adequate historical re-cord of the parent organization?

31

5. Is there an orderly flow of records to thearchives in accordance with dispositionschedules?

6. If the archives acquires private papers orrecords from other organizations, does it havea written acquisitions policy for such mate-rials?

7. Is the acquisitions policy adequately definedand sufficiently limited to enable the insti-tution to accumulate noticable collections inthe area(s) it has chosen to emphasize?

8. Is the archives acquisitions policy commen-surate with its ability to administer and pre-serve the collections it acquires?

9. Do holdings on hand fit areas of collectingemphasis in the acquisitions policy?

10. Is there a strategy for improving documen-tation in areas of weakness in the collectionin accord with the acquisitions policy?

11. Are acquisitions strategies and proceduresconsistent with disposition schedules and ac-quisitions policy?

12. Do the disposition schedules,-acquisitionpolicy, and acquisition strategies and pro-cedures enable the archives to fulfill its pur-poses and objectives?

13. Are the authority to receive records and theacquisitions policy reviewed periodically todetermine whether they enable the archivesto fulfill its obligations to the parent insti-tution or meet the research needs of its pa-trons?

14. Does the archives appraise all materials of-fered or received to ascertain whether theyshould be retained permanently?

15. Does the archives maintain a record ofaccessions that documents the date of thetransaction, the main entry and the title ofthe accession, the donor or office of origin,the volume of the accession, any restrictionsconcerning access to or use of the materials,and procedures regarding the disposition ofthe unwanted materials?

32

16. Does the archives maintain records that ad-equately record the transfer or destructionof all records from subdivisions of the par-ent institution?

17. Are procedures for monetary evaluation ofdonations adequate to protect interests ofthe archives, the parent institution, and do-nor to prevent fraud and to avoid unethicalconflicts of interest?

18. Has legal counsel reviewed gift, loan and de-posit agreements?

19. Does the repository conclude a written giftagreement with each donor specifying pro-visions regarding copyrights, disposition, andaccess?

20. Are donors informed of their rights and re-sponsibilities and of archives' rights and re-sponsibilities regarding donated materials?

21. Does the archives avoid restrictions that areinequitable or excessively difficult to admin-ister?


In reviewing question D12 on page 14 when compared with similar institutionsthis repository will be found to be above or below the mean and above or belowthe median in volume of holdings. What might be implied from this compari-son? -*•• • •;%. >\ •:••.••. • ; - . ; . • ..-:•••.•>:•.. • .:

What are the strengths and weaknesses of the current holdings of the archivesin light of the mission of the archives? A ^ e t h e effectiveness of the proce-dures for identifying, locating, and acquiring records to build holdings.

What are the strengths and weaknesses of appraisal and accessioning proce-dures?

Evaluate the plans to strengthen areas in which its holdings are weak.

How well informed is the archives regarding the extent of the records of itsparent institution? How well informed is the archives concerning the availabilityof materials in the areas in which it has chosen to specialize? ;

• < : • " ' • ' • "

33

PLANNING WORKSHEET

SECTION: BUILDING ARCHIVAL AND MANUSCRIPTHOLDINGS

PROGRAM STRENGTHS:

2.

AREAS TO IMPROVE

1

NEXT ACTIONS: 1.

2.

3.

STAFF RESP.:


2.

NEXT ACTIONS: 1.

2.

3.

STAFF RESP.:


NEXT ACTIONS: 1.

2..

3..

STAFF RESP.:


34

7. PRESERVING ARCHIVAL AND MANUSCRIPTHOLDINGSPrinciples. "The archives should maintain environmental conditions at appropriatelevels, and suitable techniques should be employed to protect, repair, and restorerecords. The archives should guard against fire, water, light, adverse temperaturesand humidity conditions, acidic pollution of air, dirt, mold and vermin. Trainedpersonnel should use only conservation methods that do not harm records. It isessential that nitrate or other unstable photographic materials be copied on safetyfilm and the unstable originals destroyed.

While making records available to interested users, the archives should also take pre-cautions to protect records from theft, damage, and abuse by the staff and users. Thearchives should develop policies and procedures to protect against such hazards, andshould also develop policies and procedures for dealing with emergencies that mayarise."

Amplification. Containers and shelving for archival materials should be appropriate tothe size of the materials and to their long-term preservation. Records whose inherentand irremediable decay is a threat to the survival of other records must be segregated.They should be replaced with stable copies. Processes and materials used for the pro-duction of archival copies should be selected for their accuracy and fineness of repro-duction for maximum evidential value and for long-term survivability. An archivesshould have a well-developed disaster plan for recovery and restoration of holdingsand facilities in the event of fire, flood, or other similar major disasters. An archivesshould also have plans and procedures for dealing with small emergencies endangeringindividual records as well as major disasters. Records of intrinsic value should be in-ventoried, carefully described, and copied so as to assure the archives claim to rightsor replevin and the survival of legally acceptable copy in case of destruction of theoriginal.

YES NO N/A

1. Do temperature and humidity controls andother building and utility systems permit thearchives to maintain environmental condi-tions acceptable for preservation of mate-rials?

2. Are systems equipped with malfunctionalarms to signal failure of systems designedto protect archives? (For instance, is there alow-temperature alarm to signal heatingfailure before pipes freeze and burst?)

3. Are records stored away from overheadpipes, air-conditioning units, electrical units,or other equipment subject to seepage,flooding, over-heating, fire, or electro-mag-1

netic fields?

4. Is there adequate protection against fire, in-cluding limiting electrical wiring and controlof smoking materials? ••:•< •

35

5. Is the archives properly equipped with fire-retardant shelving, walls, and doors?

6. Are there adequate fire alarm and fire sup-pressant systems?

7. Are there sufficient drains to carry off waterfrom flooding or from fire-suppressantsprinkler systems? Are these drains pro-tected against the intrusion of vermin?

8. Is there an alarm to signal the presence ofwater in storage areas?

9. Are storage and work areas protected fromsunlight and other sources of ultraviolet light?

10. Does the archives insure that exhibited doc-uments are protected from harmful light andheat, theft, and other damage?

11. Are storage and work areas suitably cleanand free from dirt, mold, vermin, etc.?

12. Does the archives use only preservationprocesses safe for records and does it per-mit them to be applied only by trained per-sonnel?

13. Does the archives have a program to replacedangerous unstable materials with copies thatmeet archival standards?

14. Is a conservation facility for repair and res-toration of documents available for staff use?

15. Is the archives protected against unauthor-ized entry?

a. Are all exterior doors necessary?

b. Are there grills or screens on ground floorwindows and/or are doors and windowswired to a security alarm?

c. If the archives is physically part of a largerfacility, does the repository have speciallocks and alarms?

d. Is after-hours security lighting provided?

e. Are auxiliary storage areas secure?

36

f. Is the number of employees having mas-ter keys and combinations to vaults andother restricted areas kept to a mini-mum?

g. Is the area protected after hours? "'

16. Is there a plan for dealing with "people"

a. Have the staff been instructed what to doif they witness or suspect theft or abuse?

b. Have the staff been trained to deal withsuch other emergencies as illness, disor-derly persons, etc.?

c. Are staff members trained in the propercare of materials?

17. Are storage and processing areas closed tounsupervised researchers?

18. Have particularly valuable items been iden-tified, marked, segregated, replaced withfacsimile copies, or otherwise given specialprotection, and is the protection adequate?

19. Is the reading room adequately supervised,and have the staff been trained in observa-tion of researchers so as to protect archivesa g a i n s t a b u s e a n d t h e f t ? •>;••.?••;•<.,

20. Are identification and registration of users(readers/researchers) adequate, and are theregistration records retained?

21. Are the records and procedures for readeruse of materials adequate to determine whoused what materials and when, and are theserecords retained?

22. Are users made aware of the policies andprocedures for use of materials, and for theirresponsibilities with respect to the safety, or-derliness, and preservation of the materials?

23. Are staff checks of materials after use ade-quate for their protection?

24. Are policies and procedures for dealing withthe personal belongings of readers (coats,briefcases, etc.) adequate? ,; * .•••>.'

37

25. Is the plan for dealing with physical disas-ters such as fire and water damage ade-quate?

26. Is the staff well trained in its implementa-tion?

27. Is there a disaster plan that includes sourcesof assistance in recovery of materials fromfire and flood (such as facilities for freeze-drying water-soaked materials) and localequipment and procedures such as indus-trial water-vacuums, exhaust fans, plasticsheeting, fire extinguishers, etc.?

28. Is there continuing contact with local policeand fire departments to assure timely andappropriate support when needed?


Are plans and procedures for protecting records from theft and abuse ade-quate?

What are the major preservation needs of the repository?

What procedures assure the preservation of documents during exhibition?

38

PLANNING WORKSHEET

SECTION: PRESERVING ARCHIVAL AND MANUSCRIPTHOLDINGS

PROGRAM STRENGTHS:

f9 1

AREAS TO IMPROVE: 1 1

NFYT ACTIONS- 1 ^ * " i

9

STAFF RFSP •

START nATF-

9

MFVT ACTTONS- 1

9

STAFF RFSP •

START DATF/

NFXT ACTTONS- 1

9

STAFF RF.SP-

START DATF-

' * ' ' ' • • ' • S J - • • , . . ' . • ' • • ' . / > w

^ y |

COMP nATF- >

1

COMP nATF-

, : ^ - ; - - ^ - - • • •

COMP DATF-

39

8. ARRANGEMENT AND DESCRIPTIONPrinciples. "Records and papers should be arranged in accordance with pasic archivalprinciples, namely the principle of provenance and the principle of original order.That is, records of different offices of origin or from different sources should not beintermingled, and records should be retained, whenever possible, in their original or-ganizational pattern and in their original filing arrangement in order to preserve allrelationships. If the original order has been lost, documents and files of documentsshould be arranged or grouped in a meaningful relation to one another. Documentsshould be properly boxed, labeled, and stored so that they are easily maintained andreadily retrieved.

The archives should design a system of finding aids that provides essential informationabout the holdings for users and enables the archivist to retrieve materials. Findingaids should employ first the techniques of group and series description before under-taking item description; a brief description of all records is preferred to a detaileddescription of some of them. The level of description of records depends on theirresearch value, the anticipated level of demand, and their physical condition. Findingaids may include, as appropriate, guides, inventories or registers, card catalogs, speciallists, shelf and box lists, indexes, calendars, and, for machine-readable records, softwaredocumentation."

Amplification. Orderly and systematic processing is essential to effective use of recordsand other historical documents. Each archives should have an orderly system of processingprocedures, and that system should be described in a manual readily available to allmembers of the staff.

A sound accessioning system (including accurate and complete identification of incom-ing materials, their provenance, arrangement, condition, and legal status) is essentialto responsible archives management and is the foundation of all further arrangement, . y:,s'preservation, and description.

When items must be removed from their original locations for good and proper ar-chival management reasons (such as high intrinsic value, danger to adjacent materials,oversize, different medium requiring separate storage conditions, etc.) their absencemust be noted for and their new locations identified in descriptive material.

The form of finding aid should be appropriate to the materials described and to thearrangement and retrieval system of the repository. Finding aids should conform inspirit to recommendations of the Society of American Archivists Committee on FindingAids. .,„ ,.«;,;,

- • • / ' ; ' ' * - . ' . * .

YES NO N/A ^ • - : ^ L - -.GENERAL ' '

1. Does the archives have orderly and system-atic processing procedures?

2. Are the procedures described in a manual?

3. Is the manual readily available to the entirestaff? *

40

ACCESSIONING4. Has care been taken to preserve and docu-

ment original order during the transfer of

5. Is the accessioning system adequate to es-tablish sufficient initial administrative andintellectual control of incoming materials?

6. Are accession records complete and up-to-ARRANGEMENT

7. Does the archives attempt to arrange rec-ords according to the principles of prove-nance and original order?

8. If the original order has been lost, are rec-ords grouped in a meaningful relation toone another at each level?

9. When the archives has imposed order on adisorganized group or collection, is this statedin the descriptive material and is the ration-ale for the arrangement made clear?

10. When necessary, have appropriate indica-tions of judgments of probable relationships(such as supplying a date or reassembling afragmented file unit) been made?

11. Are documents properly foldered, boxed,and stored for ease of maintenance and re-trieval?

12. Do containers meet conservation standards?

13. Is all labelling succinct, uniform in format,and clear in identifying content and ar-rangement of containers, and does it facili-tate storage and retrieval?

14. Is the shelf location system designed forflexibility?

15. Does the archives maintain an easily updat-able system of overall control to indicateholdings and their location at any given time?

16. Is the assignment of groups/collections toshelves rational and does it facilitate bothunderstanding of the holdings and re-trieval?

41

17. Have damaged records removed for treat-ment at point of receipt been re turned tofile, or their file location noted, before be-ginning arrangement? • .;•;.••..•••

18. When nontextual records (such as photo-graphs, tapes, phonograph records, etc.) oroversize items have been removed from thefiles, have significant associations and loca-tions been noted?

19. In removing and discarding packaging (brads,strings, etc.), has due attention been givento explicit or implicit information that mightbe significant?

20. Is the association value and/or informationcontent and/or intrinsic value of envolopesnoted and considered?

21 . In arranging records, does the processor re-move extraneous objects, flatten folded rec-ords, and note documents requiring repair?

22. Are records protected from adjoining con-taminated or damaging materials?

23. Are preservation measures taken dur ingprocessing appropriate to the materials?

24. Is the degree of arrangement of the recordsdetermined by evaluating their research val-ues, priority, and institutional resources?

25. Are user studies (researcher interests andrecords used) employed to make decisionsabout processing priorities and levels of ar-rangement and description?

DESCRIPTION26. Does the description of the records show in-

formation on the organization/agency or in-dividual generating the records that isnecessary to understand origin, function andoperation of the unit or individual?

27. Does the description of the records show in-formation on the administrative structure ofthe organization/agency or the biography ofthe individual that is necessary to under-stand components of the records and theirinterrelationships?

42

28. Does the description of the records show in-formation on changes within the organiza-tion/agency that might be reflected instructure and content?

29. Does the description of records show priorholders of the records?

30. Do all records receive minimal descriptions,including such collections management es-sentials as identification, access status, vol-ume, location, organization, content scope,and physical condition?

31. Does each inventory/register include the de-scriptive elements recommended in "Inven-tories and Registers: A handbook ofTechniques and Examples"?

32. Are preliminary inventories for recordgroups still in processing made available toresearchers?

33. Is data required for institutional guides,NUCMC entries, news releases, gatheredduring arrangement and description?

34. Are the possibilities and requirements of amicrofilm edition considered during ar-rangement and description?

35. Is maximum attention to ease of retrievalgiven in any classification assignments, lo-cation indicators, container lists, etc.?

36. Is attention given to "self-service" indicatorsthat lead users to the full range of findingaids, thus reducing dependence on individ-ual attention by reference personnel?

37. Are data processing materials fully docu-mented with an explanation of all data ele-ments, their relationships, and how theymight be linked?


What are the strengths and weaknesses of the system of finding aids used bythe archives to control and provide intellectual access to its records?

What changes in the handling, labeling, boxing, and shelving practices wouldmake the archives' processing activities more efficient?

How effectively do the arrangement and description practices of the archivesmeet the needs of its users?

43

PLANNING WORKSHEET

SECTION: ARRANGEMENT AND DESCRIPTION

PROGRAM STRENGTHS:

1

2 f ^

AREAS TO IMPROVE:

1 :

NEXT ACTIONS: 1..

STAFF RESP.:

START DATE:

2.

COMP. DATE:

NEXT ACTIONS: 1.

2.

STAFF RESP.:


NEXT ACTIONS: 1.

STAFF RESP.:


44

9. ACCESS POLICIES AND REFERENCE SERVICESPrinciples. "The archives must provide opportunity for research in the records it holds.The archives should be open for research use on a regular and stated schedule. Itshould provide adequate space and facilities for research use and should make itsrecords available on equal terms of access to all users who should abide by its rules andprocedures. Any restrictions on access should be defined in writing and should becarefully observed.

The archives should provide information about its holdings and assist and instructusers in their use. Staff members familiar with the holdings and capable of makinginformed decisions about legal and ethical consideration affecting reference work shouldbe available to assist readers. The archives should report its holdings to appropriatepublications so that potential users may know of their existence. The archives shouldassist users by providing reproductions of materials in its possession whenever possible."

Amplification. Any restrictions on access should be defined in writing and should becarefully observed. There should be regular and systematic review of restrictions todetermine when they expire, and prompt opening of material upon expiration ofrestrictions. 7'i '

An archives should protect and preserve materials used, including loans and materialsused in reading rooms, so that they may survive for future use. It should keep recordsof the identity of all users and their use of materials to assess patterns of use, to traceprevious research paths, and to support replevin of alienated materials. Rules andprocedures for use should protect historical materials and legitimate interests of thearchives. They should be stated clearly and posted for examination by all users. Theyshould not unduly encumber access to sources.

An archives should comply with applicable laws, especially those related to proprietaryrights (such as copyright), privacy and confidentiality, and freedom of information. Anarchives has a responsibility to inform users of laws and governmental or institutionalregulations that affect their research.

YES NO N/A : •••:' '. ;' : ' •••'••-::.: '" •..•''•

1. Does the archives maintain hours of serviceon a regular and posted schedule?

-:•['.'i 2. Are the number of hours reasonably ade--;« quate for anticipated use?

-' 3. Does the archives have a written policy on*••••• •••:& a c c e s s ?

• . . ~il,?. •' . « • • . . • ; • ' • . > : ^ •• *• . ' : : v •. • : ' • -

j ' ' * 4. Is the access policy equitable and consistent> with the SAA Statement on Access?

1 y 5. Does the policy clearly define who may user; the facility?

6. Are the records of restrictions well-main-tained, clear, and easily and equitably ad-ministered?

45

7. Is there a systematic procedure for periodicreview of restrictions and prompt openingof materials after restrictions expire?

8. Is there an adequate plan for decidingwhether an unprocessed or partiallyprocessed collection shall be made availablefor research?

9. Is the policy regarding loans equitable, andeasily administered?

10. Are loaned records adequately protected?

11. Does the archives keep adequate records ofmaterials loaned?

12. Does the archives provide for readers writ-ten guidelines containing information aboutpolicies affecting research use, such as ac-cess policies, rules for use of materials, se-curity rules, sample citations, photocopy,policies, copyright provisions, and otherspecific information?

13. Are the rules and procedures adequate tocontrol and protect materials, provide aproper atmosphere for research, and yet notunduly impede access to materials?

14. Is the space provided for researchers (thereading room) adequate?

15. Is the reading room appropriately equippedfor the records to be examined?

16. Is it adequately staffed?

17. Is staff supervision and surveillance suffi-cient to provide necessary assistance and toprevent theft or damage, including poten-tial dangers from copying documents?

18. Does the archives answer written requestsfor information about its holdings?

19. Does the archives answer telephone requestsfor information about its holdings?

20. Are there appropriate guides to the ar-

21. Does the archives make finding aids avail-able to readers?

• • > ' ? • ; * • • . ^ • • ' • • v

46

•m-

22. Does the archives regularly report holdingsand new accessions to major catalogues suchas NUCMC and/or enter descriptive infor-mation about record groups and collectionsinto on-line catalogues and databases?

23. Are the records of reference service ade-quate to permit analysis of reference needs,to provide protection in case of theft or abuse,and to permit planning for and evaluationof reference services?

24. Does the archives have a policy on inform-ing readers of parallel research?

25. Is an adequate reference collection accessi-ble?

26. Does the archives provide copying servicesto researchers?

27. Is the copying service convenient and are itscharges/fees appropriate?

28. Are records adequately protected from harmduring copying?

29. Does the archives refuse to provide copieswhen the copy process risks damage to the

•*..-., original?

30. Are staff members who deal with research-ers well-informed about laws affecting re-search, especially copyright, privacy, andfreedom of information laws?

31. Do staff members inform users of the im-plications of these laws for their research asappropriate? ,

47


In reviewing question D26 on page 14 this repository will be found to be aboveor below the mean and above or below the median of comparable institutions

•'<•' in total number of users.

In reviewing question D28 on page 14 this repository will be found to be aboveor below the mean and above or below the median of comparable institutionsin intensity of use of collections.

In reviewing question D29 on page 14 this repository will be found to be abovev or below the mean and above or below the median of comparable institutions

in terms of reference demand.

What might these comparisons suggest about access to collections, adequacy offinding aids, public knowledge of collections, quality and breadth of researchcollections and conditions for researchers, and staffing of reference/research

.-, areas? . „" ;>

Evaluate the policies of the archives on access.

How could the quality of reference service offered to users be improved?

How prompt and helpful are written reference responses?

What are the strengths and weaknesses of copying services?

' • ' ' ? ' " "'••'•i

48

PLANNING WORKSHEET

SECTION: ACCESS POLICIES AND REFERENCE SERVICES

PROGRAM STRENGTHS:

2.

AREAS TO IMPROVE:

NEXT ACTIONS: 1.

3.

STAFF RESP.:

START DATE:

2.

NEXT ACTIONS: 1..

2..

3..

STAFF RESP.:

• . • . • , * • • • * ' • •

START DATE:

3.

NEXT ACTIONS: 1.

2..

3..

STAFF RESP.:

COMP. DATE:

COMP. DATE:


49

10. OUTREACH AND PUBLIC PROGRAMS

Principles. "The archives should identify its various constituencies in terms of its pur-pose, plan and implement methods to assess the needs of these groups in relation tothe resources of the institution, and devise outreach programs that will fit their needs.These programs may include workshops, conferences, training programs, courses, fes-tivals, exhibits, publications, and similar activities, aimed at such groups as students,faculty members, scholars, administrators, researchers, donors, records creators, or thegeneral community."

. / . ••+• * ' •

Amplification. Archivists who actually process records and provide reference serviceshould be involved in the public programs of the archives. Outreach activities shouldbe an integral and formal part of the archives annual work plan and budget.

YES NO N/A

- • •-•: '•;• / • > •

1. Has the archives identified all of its appro-priate constituencies? ,r

2. Has it assessed the needs of each group asthey can be served by the resources of thearchives?

3. Does it have a planned program of activitiesto meet those needs?

4. Has it conducted such activities?

5. Does the archives organize exhibits to attractand inform one or more of the archives'constituencies?

6. Does the archives offer, in conjuction withacademic departments and other interestedgroups, cooperative programs that increaseand improve the use of archival resourceswhile providing instructional guidance forreaders?

7. Does the archives conduct such programs asconferences and fellowships to encouragescholarly use of holdings?

8. Does the archives have a publication pro-gram to advance the interests of variousprograms and to serve at least part of thearchives constituency?

9. Does the archives publicize its activities byreporting to appropriate news media signif-icant accessions, openings, exhibits, staffachievements, fellowship awards, confer-ences, and other activities?

50

10. Are archivists who actually work with he rec-ords involved in planning and carrying outthese activities?

11. Are there appropriate provisions for out-reach activities in the annual work plan andbudget of the archives?


What groups served by the archives are emphasized and what groups are ne-glected in its public programs?

What changes in the public programs of the archives would help it better tofulfill its mission?

51

PLANNING WORKSHEET

SECTION: OUTREACH AND PUBLIC PROGRAMS

PROGRAM STRENGTHS:

NEXT ACTIONS: 1.

2..

STAFF RESP.:

START DATE:

2.

1. J

9

AREAS TO IMPROVE:

1

ri a w ; f

COMP. DATE: : • • ' ' • ' • -

NEXT ACTIONS: 1..

2..

STAFF RESP.:

START DATE: COMP.

NEXT ACTIONS: 1.

2.

STAFF RESP.:


52

: - • • - . . • • • ? «

SUMMARY PLANNING SHEET

This section should list program strengths and goals, in priority order, for assessmentareas that need improvement, next actions appropriate and necessary to complete thosegoals, specific assignments for staff responsible, start dates and expected completiondates.

PROGRAM STRENGTHS:

1.

2.

3.

4.

5.

6.

GOALS FOR IMPROVEMENT RELATED TO SPECIFIC ASSESSMENT AREAS:

1.

NEXT ACTIONS:

STAFF RESP.:.

START DATE:

9

NEXT ACTIONS:

STAFF RESP.:.

START DATE:

1

2.

1

9

r n i u p

COMP

DATF- ;'' ' ;

-

HATF-

53

3.

NEXT ACTIONS: 1.

2..

3..

STAFF RESP.:

START DATE:

4.

COMP. DATE:

NEXT ACTIONS: I.

2..

3.

STAFF RESP.:

START DATE:

5.

COMP. DATE:

NEXT ACTIONS: 1.

2.

3.

STAFF RESP.:

START DATE:

6.

COMP. DATE:

NEXT ACTIONS: 1.

2.

3.

STAFF RESP.:


54

USER SUMMARY EVALUATION SHEET **To evaluate, revise and amend the workbook, we would appreciate your commentsand suggestions. After completing the Archives Assessment and Planning Workbook, pleaseanswer the following questions and return this page to: Society of American Archivists,Archives Assessment and Planning Workbook, 600 S. Federal, Suite 504, Chicago, IL60605. Your assistance is appreciated.

Please rate the following:

1. Ease of use

2. Usefulness

3. Relevance

4. Instructions

5. Statistics

Excellent

1

1

1

1

1

2

2

2

2

2

Satisfactory

3

3

3

3

3 ' :-".:-:

4

4

4

4

4

Poor

5

5

5

5

5

6. Identify, by section and number, questions which were:

a. Unanswerable

b. Did not apply •"

c. Redundant .

7. Which were most useful to you (circle one):

a. Y/N questions '; •"?,..; . ,•?• , j;

b. Evaluative questions

8. Were the statistical tables useful?

9. Were the statistical comparisons useful?

10. Did you find the process useful?

11. How do you plan to use the workbook? .

12. How many staff hours were required to complete the workbook?

Please add any further comments which will help improve the workbook.

Thank you. .,, • • -

1.

1.

1.

Yes

Yes >

Yes

2.

2.

2.

No

No

No

55

SOURCES"Avenues to Excellence: Illinois Library Association Standards for Public Library Ser-

vice in Illinois," prepared by the Standards Committee, Public Library Section. IllinoisLibraries 66 (May 1984).

Balcom, Kathleen M., "To Concentrate and Strengthen: The Promise of the PublicLibrary Development Program," Library Journal (June 15, 1986): 36-40.

Conway, Paul, "Perspectives on Archival Resources: The 1985 Census of Archival In-stitutions," American Archivist 50 (Spring 1987).

Documenting America: Assessing the Condition of Historical Records in the United States, editedby Lisa B. Weber. (Atlanta: NASARA 1984).

"Draft Recommendations for Reporting on Archive and Manuscript Collections," sub-mitted by the SAA Task Force on Standard Reporting Practice, SAA Newsletter (July1982): 11-13.

Evaluation of Archival Institutions: Services, Principles, and Guide to Self-Study. Report onthe Task Force on Institutional Evaluation. (Chicago: Society of American Archivists,[1982]). _,.v., A .,.-., . ,

Igoe, Kim, "How to Put Your Museum on the MAP," Museum News, December 1986,pp.19-22.

Guidelines for College and University Archives, (Chicago, Society of American Archivists,1979).

Kantor, Paul B., Objective Performance Measures for Academic and Research Libraries. (Wash-ington, DC: Association of Research Libraries, 1984).

McCarthy, Paul H., "The Management of Archives: A Research Agenda," AmericanArchivist, Volume 51 (Winter and Spring 1988), pp.52-69.

McClure, Charles R., et al., A Planning and Roles Setting Manual for Public Libraries,prepared for the Public Libraries Development Program, second draft, September1986.

Planning for the Archival Profession: A Report of the SAA Task Force on Goals and Priorities.(Chicago: Society of American Archivists, 1986).

Worthy, James C, "Management Concepts and Archives Administration," MidwesternArchivist 4 (1979): 77-88.

56

APPENDIX: DATA TABLES *

Explanation

The following tables present the responses to a variety of questions in the 1985 censusof archival institutions. Each table divides respondents into categories by one of threecriteria: type of repository, size of budget, or volume of holdings. The columns in eachtable display a set of measures of central tendency —how similar or typical the responsesare, and measures of dispersion —how different or varied the responses are.

Column 1 is the number of responses in each category.

Column 2, the mean, is the arithmetical average of the set of responses, or the totalvalue of all institutional scores in the category divided by the number of cases in thecategory.

Column 3, standard deviation, is an average value representating actual differences fromthe mean score for all scores in the category. The purpose for calculating standarddeviations is to get a uniform measurement that permits comparison, with the sameyardstick each time, of the dispersion of the respondents in different categories.

Columns 4 and 8 show the extremes of a distribution — the lowest and the highest. Therange of values is often used to establish the context for interpreting similarities anddifferences among categories, and for interpreting the mean.

Columns 5, 6, and 7 report quartile breaks for each category. When responses areordered by value (low to high) the median scores is the midpoint of the distribution.Exactly one-half of the scores are above the median and one-half are below. Similarly,25 percent of the scores are below the first quartile and 25 percent are above the thirdquartile.

Column 9 is the number of repositories that did not provide usable data. The sum ofcolumns 1 and 9 is the total respondents to the census questionnaire in each category.

Users of the tables should note that the total number of respondents varies from tableto table. It is not reasonable to expect that the same group of repositories provideddata even to adjacent tables. They were designed solely for comparisons, within table,across types or sizes of repositories.

57

00

Total Monetary Resources Available DlN Mean Stand. Dev.

Holdings

Min. 1st Quart Median 3rd Quart Max.

N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max.

MissingFederalStateLocalAcademicBusinessReligiousSpecialMuseum

Total

195019991962469

323

466,852.47786,521.48123,347.21171,811.72133,844.5849,997.77

210,264.85444,072.89

268,919.43

434,014.50974,064.31186,732.35423,096.65111,164.3690,227.01

287,008.59971,507.34

555,206.04

37,0003,50012,500

15021,000

1002,0004,000

100

150,197156,90025,36230,00054,2494,000

43,50838,942

30,000

204,000416,00036,15167,50084,90222,00083,00091,000

82,000

850,200978,000173,000150,000191,00061,400

281,750234,000

219,791

1,459,9003,987,426750,894

3,853,889450,000616,000

1,500,0003,018,767

3,987,426

6109

10714412810

225

Missing1 -500501 - 5,0005K - 50K> 50,000

Total

501137614

323

41,958.14147,018.35426,992.66

1,167,579.43

268,919.43

61,030.04239,862.77585,978.49885,725.27

555,206.04

5301,056

12,24093,000

100

8,00039,954133,588750,894

30,000

23,00070,000

218,2801,063,949

82,000

43,508140,000467,038

1,427,676

219,791

293,8191,950,0003,394,6793,796,442

3,987,426

3055233

225

Total Resources Expended -N Mean

Holdings

Budget

Personnel D2Stand. Dev. Min. 1st Quart Median 3rd Quart Max.




Total

2252171072043429

312

857,074.55510,151.2165,600.35109,765.4771,845.6544,868.0594,219.24

237,663.33

217,006.51

2,247,541.66615,007.20134,864.96180,014.7849,755.1459,349.85104,040.24475,962.81

692,128.29

19,0003,20010,289

30010,6001,200

10,5003,000

300

120,000104,00019,00024,50038,0008,400

26,69432,000

25,880

176,800245,00022,50055,01471,92721,73953,90064,500

63,000

710,000667,57236,000118,00098,00053,900117,333174,000

161,000

10,723,3192,483,375577,025

1,250,000209,000308,000510,250

1,492,717

10,723,319

38119913603210

236

Missing

1 -500510-5,0005K - 50K> 50,000

Total

451117915

312

30,076.9896,993.06

321,639.651,481,991.33

217,006.51

41,853.54177,537.74452,282.02

2,607,017.15

692,128.29

3,0001,200

10,00070,000

300

8,00032,934103,520514,659

25,880

15,60550,000173,000794,660

63,000

32,00093,500

335,0001,255,300

161,000

241,1661,595,0002,483,37510,723,319

10,723,319

3557202

236

Missing

1 - 25K25K - 100K100K- 1.000K> 1.000K

Total

419312118

312

10,313.8840,239.01

214,618.791,929,988.61

217,006.51

6,094.2220,344.49174,637.93

2,257,844.21

692,128.29

3007,389

33,078583,000

300

5,70026,694100,773

1,022,857

25,880

10,00036,000151,400

1,492,717

63,000

16,00049,600

245,0001,750,000

161,000

21,000132,500794,660

10,723,319

10,723,319

298131

236

Total Staff (Persons) D3N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing

FederalStateLocalAcademicBusinessReligiousSpecialMuseum

Total

245827

18830926719

505

17.0025.01

5.446.642.703.737.518.05

8.58

23.2331.69

6.518.501.446.609.48

16.49

15.48

1.01.01.00.51.01.01.00.5

0.5

3.05.02.02.02.01.03.02.0

2.0

9.012.03.04.03.02.04.03.0

3.0

22.032.0

6.08.03.03.09.0

10.0

8.0

110.0156.027.072.0

7.057.050.074.0

156.0

121183

1170

43

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N

66100133

18

505

Mean2.163.20

13.5168.89

8.58

Stand. Dev.1.412.029.97

36.96

15.48

Min.0.51.02.0

15.0

0.5

1st Quart1.02.06.0

47.0

2.0

Median2.03.0

10.072.0

3.0

3rd Quart3.04.0

18.088.0

8.0

Max.8.0

15.050.0

156.0

156.0

Missing4111

43

Holdings1 - 500501 - 5,0005K - 50K> 50,000

Total

N

761649815

505

Mean2.965.43

16.6345.93

8.58

Stand. Dev.3.896.69

20.7530.50

15.48

Min.0.50.51.05.0

0.5

1st Quart1.02.07.0

21.0

2.0

Median2.04.0

12.039.0

3.0

3rd Quart3.06.0

18.072.0

8.0

Max.25.054.0

156.0110.0

156.0

Missing4412

43

Total Staff (FTE) D4N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

225017

15719555011

381

32.0919.835.184.972.453.726.33

34.05

9.21

93.5424.10

6.117.001.697.747.53

77.46

28.86

1.01.00.50.50.50.50.51.0

0.5

3.05.01.01.01.01.02.02.0

1.5

7.09.52.03.02.02.03.03.0

3.0

16.524.0

6.06.03.53.07.5

11.5

7.0

444.5117.023.060.5

7.057.041.0

260.0

444.5

3101149144824

8

167

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N3385

12215

381

Mean1.272.53

12.7282.03

9.21

Stand. Dev.0.991.45

23.99104.04

28.86

Min.0.50.52.0

16.0

0.5

1st Quart1.02.05.5

37.0

1.5

Median1.02.07.5

60.5

3.0

3rd Quart1.53.0

15.076.0

7.0

Max.5.5

11.0260.0444.5

444.5

Missing3716124

167

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N44

1379315

381

Mean7.783.81

12.0963.33

9.21

Stand. Dev.39.96

3.5614.60

107.91

28.86

Min.0.50.51.03.5

0.5

1st Quart1.02.05.0

18.0

1.5

Median1.02.57.0

37.0

3.0

3rd Quart2.54.5

13.561.0

7.0

Max.260.0

19.0117.0444.5

444.5

Missing3631

62

167

ONO

Professional Staff (Persons) D5N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

225727

17729746517

468

6.2710.612.932.421.792.263.633.71

3.78

5.5913.382.672.671.014.374.634.27

6.32

1.01.01.00.51.01.01.01.0

0.5

2.03.01.01.01.01.01.01.0

1.0

3.05.02.01.02.01.02.02.0

2.0

11.012.03.03.02.02.04.04.0

4.0

18.072.011.023.0

5.038.025.018.0

72.0

331

294

2992

80

Budget1 -25K25K - 100K1OOK- l.OOOK> l.OOOK

Total

N5397

13219

468

Mean1.291.605.50

23.47

3.78

Stand. Dev.0.580.944.36

17.19

6.32

Min.0.51.01.03.0

0.5

1st Quart1.01.03.0

10.0

1.0

Median1.01.04.0

21.0

2.0

3rd Quart1.02.07.0

30.0

4.0

Max.3.06.0

25.072.0

72.0

Missing17420

80

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N67

1609717

468

Mean1.452.386.84

15.88

3.78

Stand. Dev.1.002.588.49

15.19

6.32

Min.0.51.01.01.0

0.5

1st Quart1.01.03.04.0

1.0

Median1.02.05.0

10.0

2.0

3rd Quart2.03.07.0

21.0

4.0

Max.7.0

25.072.055.0

72.0

Missing13820

80

CT

Professional Staff (FTE) D6N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

174716

14718445211

352

5.9710.013.092.431.692.613.59

18.68

4.31

5.2612.842.852.821.115.624.36

47.14

10.48

1.00.50.50.50.50.50.51.0

0.5

3.02.51.01.01.01.01.01.0

1.0

3.05.03.01.01.51.02.02.0

2.0

10.011.04.03.02.02.04.57.0

4.0

18.072.011.023.0

5.038.023.0

160.0

160.0

8131259155922

8

196

Budget1 -25K25K - 100K100K- 1.000K> l,000K

Total

N2480

11715

352

Mean0.881.566.76

22.13

4.31

Stand. Dev.0.330.95

14.8917.29

10.48

Min.0.50.50.53.0

0.5

1st Quart0.51.03.0

10.0

1.0

Median1.01.04.0

21.0

2.0

3rd Quart1.02.07.0

30.0

4.0

Max.2.06.0

160.072.0

160.0

Missing4621174

196

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N40

1328914

352

Mean5.252.036.43

15.43

4.31

Stand. Dev.25.12

1.678.54

11.93

10.48

Min.0.50.50.51.0

0.5

1st Quart1.01.02.07.0

1.0

Median1.01.54.0

11.0

2.0

3rd Quart1.02.07.0

21.0

4.0

Max.160.0

12.072.038.0

160.0

Missing4036103

196

t

Highest Salary ($) D7N Mean

Budget

Stand. Dev. Min. 1st Quart Median 3rd Quart Max.



Total

235222

124173347

9

327

42,395.9132,017.6322,034.3628,830.1529,715.4719,582.5825,441.9627,289.44

28,417.38

14,340.479,995.196,749,369,133.037,338.268,271.159,986.43

16,430.40

11,042.49

24,00017,00010,3128,000

17,7007,500

12,50016,000

7,500

30,00024,50016,88922,62524,00012,00018,00020,825

21,000

37,94330,00022,20028,35028,50020,00022.50021,000

26,619

58,00039,54626,46433,00034,00024,26433,17326,500

33,680

68,70055,00034,72970,00045,00039,45655,00070,000

70,000

286

8216702710

221

Holdings1 - 500501 - 5,0005K - 50K> 50,000

Total

N36

1198515

327

Mean20,417.8625,771.7534,432.4439,938.53

28,417.38

Stand. Dev.9,042.087,802.24

10,530.028,707.40

11,042.49

Mm.8,000

12,00016,00026,000

7,500

1st Quart14,00020,00027,00031,105

21,000

Median20,00024,61232,65039,546

26,619

3rd Quart26,50030,00039,61947,677

33,680

Max.50,00054,36068,70055,000

70,000

Missing4449142

221

Missing1 - 25K25K - 100K100K- 1.000K> 1.000K

Total

2386

12118

327

15,546.9622,853.5233,203.8048,271.39

28,417.38

5,095.865,552.06

10,131.0311,597.57

11,042.49

7,50012,41014,00029,897

7,500

10,68019,20026,42938,904

21,000

16,00022,00031,15247,677

26,619

20,00026,46438,30053,000

33,680

25,00034,40066,00070,000

70,000

471513

1

221

Lowest Salary ($) D8N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

21481597122539

9

266

15,669.2416,174.9215,796.0719,491.8719,946.3313,542.8814,412.4913,121.22

16,884.24

4,802.325,395.856,045.426,508.125,312.545,115.154,007.382,475.92

5,985.83

9,3398,3077,0006,000

13,0006,4326,0008,000

6,000

12,86313,47611,08316,00016,5009,000

12,00012,000

12,792

14,50016,00015,87118,76020,00013,00014,00014,000

16,500

17,82418,79218,83224,00024,00017,00017,20014,991

19,530

28,13942,76829,04140,00029,64026,00025,35616,000

42,768

41213

10921783510

282

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N27978014

266

Mean14,338,3717,432.6516,443.4518,465.43

16,884.24

Stand. Dev.6,657.766,029.004,415.896,749.99

5,985.83

Min.6,0006,5326,9688,307

6,000

1st Quart8,882

13,40013,500 .15,510

12,792

Median12,00016,64016,12818,792

16,500

3rd Quart18,80020,00018,76724,780

19,530

Max.30,00042,76833,00029,041

42,768

Missing5371193

282

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N1163

11717

266

Mean12,010.8216,084.1716,586.9715,144.29

16,884.24

Stand. Dev.4,280.006,546.985,078.184,507.33

5,985.83

Min.7,5006,5326,0008,307

6,000

1st Quart8,836

10,50013,00012,296

12,792

Median10,00015,87116,08014,915

16,500

3rd Quart16,50019,53018,83216,572

19,530

Max.20,00034,40042,76828,139

42,768

Missing5938172

282

Average Salary ($) D9N Mean

Budget




Total

204818

10812264010

282

24,133.7021,502.4017,712.1123,321.6725,374.5816,714.1919,693.2518,158.10

21,491.92

6,450.176,131.995,964.806,175.425,669.065,909.875,171.794,491.38

6,388.32

12,50011,6727,5006,000

17,7007,500

10,00010,666

6,000

20,00018,00012,94019,50020,50011,25016,94915,000

17,500

24,10021,00017,93323,75026,00018,00018,50017,908

21,060

29,01824,25020,05027,50030,00022,01023,50020,000

25,400

36,00047,55331,88540,00035,00026,00036,23826,567

47,553

5121098217734

9

266

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N31

1047915

282

Mean17,659.9021,347.6522,777.7024,954.67

21,491.92

Stand. Dev.6,542.715,704.174,982.256,294.24

6,388.32

Min.6,0008,200

11,97512,500

6,000

1st Quart12,00017,93318,55020,569

17,500

Median17,50020,82523,00024,250

21,060

3rd Quart21,00025,00025,75029,018

25,400

Max.33,20047,55336,23839,186

47,553

Missing496420

2

266

Missing1 -25K25K - 100K100K- 1.000K> 1.000K

Total

1870

11517

282

14,395.2220,046.0722,782.6623,302.88

21,491.92

5,008.326,181.795,894.755,473.34

6,388.32

6,0007,500

10,00011,672

6,000

11,00016,00018,52120,338

17,500

15,00018,86422,23824,250

21,060

18,00024,60025,88426,567

25,400

22,75534,40047,55331,000

47,553

5231192

266

Total Floor Space (Square Feet) DION Mean Stand. Dev.

Budget




Total

245121

16527805314

435

76,969.6734,666.539,525.438,006.132,939.852,357.259,707.139,964.43

13,927.00

188,939.3444,600.7216,437.1612,748.533,040.833,513.39

13,968.7117,564.15

50,495.05

645130684

4511910240

100

40

3,0008,0001,6001,137

577420

1,855970

1,080

15,50020,000

2,7083,1201,7001,2004,8703,000

3,060

72,66546,288

7,0009,0005,0002,680

10,34011,731

10,340

923,102220,000

68,00095,10910,00021,04868,00066,236

923,102

197

416

2321

5

113

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N72

1539014

435

Mean2,326.866,489.44

25,902.79142,453.00

13,927.00

Stand. Dev.4,776.96

10,591.8131,679.67

233,840.28

50,495.05

Min.40

1001,2003,000

40

1st Quart400

1,7008,570

45,530

1,080

Median800

3,00015,00065,170

3,060

3rd Quart2,2006,525

25,000104,066

10,340

Max.29,76880,000

220,000923,102

923,102

Missing8

1593

113

Missing

1 - 25K25K - 100K100K - l,000K> 1.000K

Total

6291

12217

435

1,403.973,707.70

21,256.93131,017.12

13,927.00

1,670.904,128.43

28,062.11212,879.78

50,495.05

5040

71911,203

40

4191,2505,500

48,000

1,080

9902,577

12,00067,137

3,060

1,7004,000

24,00095,109

10,340

11,17024,000

220,000923,102

923,102

810122

113

CToo

Archival Storage Space (Square Feet) D l lN Mean Stand. Dev.

Budget




Total

173518

124226144

9

330

54,716.5314,287.093,615.114,494.002,259.771,202.543,824.27

628.33

7,119.85

195,805.6217,738.428,575.377,487.032,705.251,244.234,475.17

498.11

45,405.62

4002001202059484050

20

1,0003,115

400626500390800137

600

3,2407,5001,0001,6811,000

8002,500

651

1,500

11,78817,540

1,5005,0003,5001,7105,0001,050

4,900

813,94973,30637,00049,40510,0005,727

17,2801,460

813,949

825108211423010

218

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N61

1216311

330

Mean666.46

3,106.6010,298.38

105,677.45

7,119.85

Stand. Dev.716.48

4,801.217,358.30

236,123.22

45,405.62

Mm.20

100400

2,400

20

1st Quart200850

4,8006,120

600

Median390

1,7108,246

39,844

1,500

3rd Quart990

3,50014,50060,000

4,900

Max.3,102

32,50038,000

813,949

813,949

Missing194736

6

218

Missing1 -25K25K - 100K100K - l,000K> 1.000K

Total

48739413

330

886.422,850.348,148.86

87,134.77

7,119.85

1,083.144,825.389,187.28

219,624.50

45,405.62

404050

651

20

285646

2,0009,947

600

6001,5005,000

15,841

1,500

1,0002,880

10,70055,328

4,900

6,00031,21849,405

813,949

813,949

222840

6

218

to

Total Volume Holdings (Feet) D12N Mean Stand. Dev.

Budget



Missing


Total

194821

13918525112

360

14,454.8424,072.9610,872.435,493.312,394.223,025.424,092.862,657.25

7,952.99

12,549.6730,133.9826,220.799,161.183,293.07

12,801.096,362.405,329.33

16,600.80

50500

124090505040

12

2,4003,200

141650400235600514

600

11,00010,2802,1432,4001,020

6461,540

768

2,004

22,96944,900

5,1686,4403,0001,5005,4422,500

6,550

37,100137,000100,00062,22013,00092,50031,00019,000

137,000

6127

67155123

7

188

Missing

1 -25K25K - 100K100K - 1.000K> 1.000K

Total

4285

11113

360

1,489.243,353.66

12,031.8249,872.23

7,952.99

6,390.1910,498.2315,354.6239,743.02

16,600.80

261240

1,180

12

181574

2,10015,000

600

3121,2206,550

47,644

2,004

6502,644

13,90076,300

6,550

41,78492,50075,893

137,000

137,000

281623

6

188

Parent Volume (Feet) D13N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

103718

125144729

9

289

10,573.9010,440.086,893.332,031.382,083.071,008.09

652.07663.44

3,361.42

15,631.2115,604.0123,314.47

3,634.833,507.292,195.061,660.04

854.18

9,444.52

1521

2025

33

24

1

180198

930010010834 .80

150

8261,500

340889935300150150

511

22,84119,7752,8002,0001,800

942300

1,000

1,974

37,10055,000

100,00028,00013,00011,0667,0002,500

100,000

1523108119564510

259

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N56

1257111

289

Mean160.61983.38

8,339.2120,638.82

3,361.42

Stand. Dev.172.07

1,119.2311,376.8131,548.33

9,444.52

Min.132

120

1

1st Quart24

1661,000

571

150

Median102550

3,7005,000

511

3rd Quart242

1,39710,00031,816

1,974

Max.978

5,00045,312

100,000

100,000

Missing244328

6

259

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N34738310

289

Mean259.38

1,005.145,976.84

15,170.40

3,361.42

Stand. Dev.331.01

1,536.2810,855.5417,436.07

9,444.52

Min.512

475

1

1st Quart75

100200889

150

Median159500

1,09111,500

511

3rd Quart300

1,3005,632

31,816

1,974

Max.1,460

10,00055,00045,312

100,000

Missing3628519

259

Archives Volume (Feet) D14N Mean

Holdings

Budget





Total

8168

531

23244

137

9,208.2527,170.38

111.881,275.21

135.00316.00

1,517.504,388.00

4,658.74

12,537.0141,408.45

140.032,466.74

**535.36

2,494.417,170.17

16,533.78

8300

12

135622

1

1802,000

1080

135303450

55

2,3505,526

9040013590

4252,500

350

22,00073,146

2441,000

135360

1,77015,000

1,770

33,000136,426

38712,596

1352,3048,918

15,000

136,426

174420

15332805015

411

Missing

1 -500501 - 5,0005K - 50K> 50,000

Total

206239

6

137

64.40646.18

5,696.5961,886.17

4,658.74

76.15942.80

7,243.1352,592.82

16,533.78

128

360

1

1050

4001,100

55

25300

2,51480,000

350

130940

8,91880,285

1,770

2824,500

33,000136,426

136,426

601066011

411

Missing

1 -25K25K - 100K100K- l,000K> 1.000K

Total

173751

5

137

112.29476.41

3,977.7374,071.40

4,658.74

165.531,049.746,633.62

48,413.48

16,533.78

2.18

500

1

825

24473,146

55

1580

1,00080,000

350

150400

4,50080,285

1,770

5515,500

33,000136,426

136,426

53648314

411

IsO

Manuscript Volume (Feet) D15N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

Holdings

1 -500501 - 5,0005K - 50K> 50,000

Total

112916

1123

333710

251

N41

11661

7

251

3,997.363,192.83

284.442,637.12

162.00312.85

1,803.22445.10

2,065.54

Mean175.66753.92

4,734.2315,222.71

2,065.54

4,409.406,311.40

515.806,606.26

247.04571.88

3,604.87769.48

5,271.86

Stand. Dev.

746.20902.22

4,839.7823,428.07

5,271.86

110629231

1

Min.11

12600

1

120234

43200

97

12520

88

1st Quart10

160950

1,050

88

2,0001,500

100770

3050

500170

476

Median30

4603,5003,600

476

7,7553,600

2772,327

447343

1,500580

1,800

3rd Quart100

1,0006,300

33,500

1,800

12,50033,500

1,66561,289

4472,520

16,5402,500

61,289

Max.

4,8114,513

22,08061,289

61,289

14311294307037

9

297

Missing39523810

297

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N286679

7

251

Mean187.32822.32

3,686.996,262.14

2,065.54

Stand. Dev.310.22

2,020.827,601.18

12,227.53

5,271.86

Min.213

20

1

1st Quart2087

30050

88

Median77

3031,450

600

476

3rd Quart225750

4,0006,000

1,800

Max.1,500

14,50061,28933,500

61,289

Missing42355512

297

OS

Volume HoldingsN

Budget

Surveyed (Feet) D16Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max.



Total

3118

2558

101

71

1,673.334,482.731,098.751,305.28

886.00267.00730.20

50.00

1,544.65

2,450.437,335.722,711.592,514.721,021.75

415.27794.08

**

3,558.81

15045

21030

81550

2

150300

2697

10030

10050

50

3701,000

100250300200567

50

300

4,5005,860

6001,0002,000

3001,000

50

1,200

4,50023,535

7,7929,5002,0001,2472,500

50

23,535

224920

18128956418

477

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N1232175

71

Mean843.58472.03

4,068.942,056.00

1,544.65

Stand. Dev.2,727.26

628.376,062.623,253.07

3,558.81

Min.82

15050

2

1st Quart1565

500200

50

Median30

2501,500

800

300

3rd Quart100585

5,8601,438

1,200

Max.9,5002,500

23,5357,792

23,535

Missing68

1368212

477

Missing

1 -25K25K - 100K100K - 1.000K> 1.000K

Total

822292

71

89.38955.36

2,457.526,942.50

1,544.65

116.522,305.984,589.527,784.53

3,558.81

141015

1,438

2

1536

3151,438

50

30100886

12,447

300

250500

2,00012,447

1,200

3009,500

23,53512,447

23,535

6279

10517

477

Volume Holdings Scheduled (Feet) D17N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

375

163371

45

2,743.673,977.00

190.40728.31

1,153.33481.00323.43

20.00

1,241.38

4,119.103,430.52

239.161,490.76

850.01583.93388.17

**

2,231.89

361102

13300

91020

2

361547597

3009

6020

80

3703,573

80200

1,16030015020

243

7,5006,000

195886

2,0001,134

75020

1,134

7,5009,817

6006,0002,0001,1341,000

20

9,817

225323

19030

100 .6718

503

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N4

20153

45

Mean43.50

359.602,229.603,709.00

1,241.38

Stand. Dev.39.31

573.082,974.673,724.86

2,231.89

Min.92

10054

2

1st Quart1060

24354

80

Median75

150886

3,573

243

3rd Quart80

3154,9107,500

1,134

Max.80

2,0009,8177,500

9,817

Missing76

1488414

503

Budget1 -25K25K - 100K100K- 1.000K> l,000K

Total

N2

1520

4

45

Mean9.50

593.67963.35

6,722.50

1,241.38

Stand. Dev.0.70

1,561.091,233.972,621.81

2,231.89

Min.9

1054

3,573

2

1st Quart9

20200

6,000

80

Median1080

6007,500

243

3rd Quart10

1501,1609,817

1,134

Max.10

6,0004,9109,817

9,817

Missing6886

11415

503

Ut

Volume Holdings Received (Feet) D18N Mean Stand. Dev.

Budget




Total

17381589102429

3

225

6,363.062,862.79

513.33400.63530.50234.92346.59198.67

1,252.91

22,865.885,160.52

806.92623.93670.40388.15481.38273.23

6,708.52

1515

4482

321

65250

129967302032

65

19965318520320010215050

210

1,6242,788

700373

1,000300500514

600

95,00021,000

2,7503,9792,0001,8832,000

514

95,000

82213

11723794516

323

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N28957711

225

Mean99.54

274.321,226.61

13,276.36

1,252.91

Stand. Dev.214.72462.33

2,402.8328,005.94

6,708.52

Min.12

41173

1

1st Quart1550

250700

65

Median40

156597

2,400

210

3rd Quart102300

1,27116,791

600

Max.1,1202,812

19,25095,000

95,000

Missing527322

6

323

Missing

1 -25K25K - 100K100K - 1.000K> 1.000K

Total

21538612

225

115.48213.25

1,098.9112,336.17

1,252.91

148.83312.60

2,302.1626,914.42

6,708.52

1532

41

1

2159

199610

65

50135400

2,400

210

173240

1,20116,791

600

6502,000

19,25095,000

95,000

494848

7323

Volume Holdings Arranged (Feet) D19N Mean Stand. Dev.

Budget




Total

13271469

62423

3

179

875.62842.04253.29209.58205.33269.58306.35125.00

375.69

1,148.071,492.40

542.52326.74208.77789.74370.5456.78

801.61

1513242

60

1

50100125040252560

41

42530093

100200

50140150

116

1,245600250239300200500165

355

4,0005,8602,1002,280

5703,9321,120

165

5,860

123314

137• 27

795116

369

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N267956

6

179

Mean80.31

177.61673.84824.17

375.69

Stand. Dev.216.16202.86

1,149.27729.19

801.61

Min.11

20173

1

1st Quart1041

110279

41

Median30

100270809

116

3rd Quart45

241602

1,184

355

Max.1,1201,0005,8602,100

5,860

Missing54894311

369

Missing1 - 25K25K - 100K100K - 1.000K> 1.000K

Total

194964

7

179

81.37139.51705.22435.29

375.69

105.25184.35

1,211.17369.41

801.61

413

23

1

1332

100200

41

4162

270400

116

102180615520

355

4101,0125,8601,184

5,860

51527012

369

Volume Holdings Described (Feet) D20N Mean Stand. Dev.

Budget




Total

14281267

62322

3

175

622.79820.39

81.50177.91238.67180.78370.36108.33

335.15

761.441,233.26

108.59215.77223.21260.32515.14

52.99

634.67

1713292

60

1

50100

124540304060

42

360270

35100300100140100

106

8001,271

192239400249470165

300

2,5005,000

3001,012

5701,2152,000

165

5,000

113216

13927805216

373

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N248050

6

175

Mean97.04

174.31587.70821.50

335.15

Stand. Dev.231.82183.98912.90770.10

634.67

Min.15

1335

1

1st Quart9

50100173

42

Median30

100249809

106

3rd Quart100250700

1,726

300

Max.1,120

9505,0001,786

5,000

Missing56884911

373

Missing

1 - 25K25K - 100K100K - 1.000K> 1.000K

Total

184565

8

175

83.83173.24500.49893.38

335.5

106.78331.96820.57

1,131.95

634.67

423

13

1

1335

10050

42

4172

241400

106

100165475

1,786

300

4102,0005,0003,000

5,000

52566911

373

r00

Volume Holdings Transferred (Feet) D21N Mean Stand. Dev.

Budget




Total

263

142481

40

217.00511.17

14.00243.57

55.0023.7597.63

1.00

198.50

216.37806.58

20.78550.98

7.0718.87

166.76**

465.32

64225

5010

11

1

64252

10501021

5

370802

266025

41

26

370900

381666050

2001

100

3702,000

382,036

6050

4701

2,036

235425

19231996618

508

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N6

17122

40

Mean31.17

175.76193.33

1,032.00

198.50

Stand. Dev.28.98

493.80300.66

1,368.95

465.32

Min.212

64

1

1st Quart104

2564

5

Median251080

2,000

26

3rd Quart5060

2002,000

100

Max.80

2,036900

2,000

2,036

Missing74

1518715

508

Missing1 -25K25K - 100K100K- 1.000K> 1.000K

Total

49

134

40

31.2549.22

207.15522.50

198.50

33.2669.03

291.83985.34

465.32

10121

1

102

2625

5

25208064

26

8060

2002,000

100

80220900

2,000

2,036

6692

12115

508

Volume Holdings Destroyed (Feet) D22N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

8195

427

10113

105

125.251,984.79

584.60130.60298.00109.10227.55

9.00

503.12

141.272,207.981,079.99

171.04344.42187.14433.92

10.58

1,196.14

2222

2510

11

1

10272525402041

20

1201,318

15075813627

5

62

2503,466

23715960012510021

237

4007,2602,509

809900619

1,19621

7,260

174123

16426936316

443

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N9

4642

4

105

Mean43.78

241.07767.79

1,529.25

503.12

Stand. Dev.57.51

850.331,469.691,736.85

1,196.14

Min.112

25

1

1st Quart102050

100

20

Median2042

2372,526

62

3rd Quart50

100619

3,466

237

Max.173

5,3137,2603,466

7,260

Missing71

1225713

443

Budget1 - 25K25K - 100K100K- 1.000K> 1.000K

Total

N8

2444

7

105

Mean53.25

132.83701.23

2,194.43

503.12

Stand. Dev.63.23

237.401,334.432,577.32

1,196.14

Min.1121

1

1st Quart10213597

20

Median2050

1202,526

62

3rd Quart100125544

2,706

237

Max.173

1,0005,3137,260

7,260

Missing62779012

443

ooo

Collection-Level Descriptions (Percent) D23N Mean Stand. Dev. Min.

Holdings N


Mean Stand. Dev. Min. 1st Quart Median 3rd Quart

Max.

Max.


Total

213422

112103742

7

285

87.5276.4176.4182.8683.7073.1478.4574.29

79.84

19.3428.4929.1524.5525.0528.7624.6430.33

25.85

44131

3475

30

1

9055658090606035

67

9990909093809090

90

10010010010010098

100100

100

100100100100100100100100

100

426

69423663212

263

Missing1 -500501 - 5,0005K - 50K> 50,000

Total

441257413

285

72.9182.1485.9975.00

79.84

29.4124.5920.6825.65

25.85

51

1510

1

60758060

67

80909585

90

10010010090

100

100100100100

100

3643254

263

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N3170

10011

285

Mean68.5581.1482.7374.00

79.84

Stand. Dev.28.3424.4624.4725.96

25.85

Min.1051

30

1

1st Quart50728055

67

Median80959065

90

3rd Quart95

100100100

100

Max.100100100100

100

Missing393134

8

263

oo

Series-Level Description (Percent) D24N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

19281482

83233

5

221

66.1155.5757.8664.5167.6358.6353.9141.40

60.25

29.2334.2431.3226.9325.9331.2533.1136.84

30.19

12135

30727

1

4825254565252015

35

7559657070605235

65

95958085

100908050

85

100100100100100100100100

100

63214

12425714114

327

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N35955812

221

Mean54.2360.2161.8172.92

60.25

Stand. Dev.33.5229.1531.6622.70

30.19

Min.10

12

30

1

1st Quart20353055

35

Median50677385

65

3rd Quart90809090

85

Max.100100100100

100

Missing457341

5

327

Budget1 -25K25K - 100K100K - 1.000K> l,000K

Total

N2257779

221

Mean43.8658.4063.3269.44

60.25

Stand. Dev.31.2730.1729.1226.51

30.19

Min.551

20

1

1st Quart15354055

35

Median50597075

65

3rd Quart60858590

85

Max.100100100100

100

Missing48445710

327

ex

File-Level Descriptions (Percent) D25N Mean Stand. Dev.

Budget N

Min. 1st Quart Median 3rd Quart

Mean Stand. Dev. Min. 1st Quart Median 3rd Quart

Max.

Max.


Total

17311387103139

8

236

42.7642.8434.0051.5241.3045.4541.2331.75

45.18

37.4133.1730.6228.3723.8731.6027.3130.96

30.15

11319212

1

1010102520141615

20

2540255040504030

43

9065507560756040

70

10010010010080

100100100

100

82915

11923723511

312

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N36

10958

8

236

Mean40.3346.9245.1942.38

45.18

Stand. Dev.32.5229.4930.9332.77

30.15

Min.2112

1

1st Quart15202015

20

Median25504050

43

3rd Quart70727077

70

Max.10010010095

100

Missing445941

9

312

Missing1 -25K25K - 100K100K- 1.000K> 1.000K

Total

20668310

236

25.7046.2944.2752.30

45.18

23.4729.1230.0432.78

30.15

121

10

1

10201524

20

20504050

43

30727090

70

90100100100

100

503551

9

312

ooOS

Total Number Users D26N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

174718

131186450

9

354

1,722.064,549.891,229.39

937.15347.94205.75

1,700.401,004.78

1,416.69

2,888.646,120.621,645.351,707.45

523.09447.01

3,524.161,472.56

3,166.14

44016262

1025

2

851,614

2108731298050

60

4102,774

47538412552

325250

325

1,0344,9171,744

892459215

1,5001,000

1,200

9,00037,4346,089

10,5001,9383,161

17,6284,000

37,434

813107515392410

194

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N66

1286912

354

Mean404.88842.53

2,872.556,616.08

1,416.69

Stand. Dev.953.94

1,294.993,547.25

10,769.84

3,166.14

Min.22

20215

2

, 1st Quart3683

4971,744

60

Median75

3001,4923,058

325

3rd Quart250

1,0064,0004,917

1,200

Max.4,7887,000

17,62837,434

37,434

Missing144030

5

194

Budget1 - 25K25K - 100K100K- 1.000K> 1.000K

Total

N5483

10111

354

Mean236.43673.96

3,023.535,681.00

1,416.69

Stand. Dev.430.87

1,013.813,837.37

10,656.55

3,166.14

Min.224

175

2

1st Quart4580

459865

60

Median80

2501,4003,058

325

3rd Quart250900

4,5004,222

1,200

Max.2,5005,500

17,78437,434

37,434

Missing161833

8

194

oo

Total Daily Visits D27N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

194417

111144340

7

295

8,262.743,974.611,275.24

782.3889.21

325.351,885.53

449.00

1,810.85

19,598.094,456.281,264.981,226.94

129.01779.13

7,137.85514.24

6,183.62

252311111

1

135541205

172

15154

30

1,4152,723

600385

20109250250

349

7,1385,2202,298

891106316750800

1,300

87,00016,3003,8007,750

4005,000

45,1261,300

87,000

616119519603412

253

Holdings1 - 500501 - 5,0005K - 50K> 50,000

Total

N

431087316

295

Mean427.19684.69

4,199.375,463.13

1,810.85

Stand. Dev.1,054.741,070.97

11,510.315,310.15

6,183.62

Min.112

450

1

1st Quart3

44350

1,500

30

Median30

2501,0744,321

349

3rd Quart210773

3,1279,398

1,300

Max.4,7885,270

87,00016,300

87,000

Missing376026

1

253

Budget1 -25K25K - 100K100K- 1.000K> 1.000K

Total

N32659615

295

Mean247.06622.49

3,420.857,081.33

1,810.85

Stand. Dev.874.37906.63

10,086.675,687.72

6,183.62

Min.1112

1

1st Quart5

44106

2,200

30

Median60

300884

5,220

349

3rd Quart183700

2,73912,175

1,300

Max.5,0004,000

87,00016,300

87,000

Missing3836384

253

oo

Intensity of Use D28N Mean Stand. Dev. Min. 1st Quart Median 3rd Quart Max. Missing


Total

133813

104124442

8

274

25.7737.7526.3521.51

9.9048.5126.30

4.22

28.25

39.53181.0068.9769.5810.23

109.2157.96

5.06

95.19

1.940.330.010.010.570.760.010.14

0.01

7.061.090.512.502.503.331.141.58

2.03

12.313.691.625.006.677.286.162.92

5.00

19.6315.4510.3413.1120.0024.9234.44

6.19

16.67

147.501,122.50

250.00666.67

29.81430.23350.00

15.71

1,122.50

122215

10221593211

274

Budget1 -25K25K - 100K100K - 1.000K> 1.000K

Total

N377384

9

274

Mean25.9923.6032.9819.64

28.25

Stand. Dev.73.3463.35

132.5211.89

95.19

Min.0.080.010.012.28

0.01

1st Quart1.761.622.03

15.45

2.03

Median4.005.004.40

20.00

5.00

3rd Quart12.0016.8413.6826.44

16.67

Max.417.25430.23

1,122.5036.00

1,122.50

Missing33285010

274

Holdings1 - 500501 - 5,0005K - 50K> 50,000

Total

N66

1286911

274

Mean7.10

26.7745.1366.55

28.25

Stand. Dev.12.7379.72

145.31124.36

95.19

Min.0.010.150.622.28

0.01

1st Quart0.762.263.50

14.58

2.03

Median2.845.607.86

22.48

5.00

3rd Quart5.71

15.7123.1257.34

16.67

Max.65.50

666.671,122.50

430.23

1,122.50

Missing144030

6

274

Reference Demand D29

oo


Total

N174617

128176349

9

346

Mean20.4346.9939.1018.5512.058.83

20.7914.96

21.57

Stand. Dev.30.0556.7748.8534.6914.3319.5126.7312.73

36.56

Min.0.100.360.320.050.300.100.200.50

0.05

1st Quart1.776.254.012.902.571.252.144.15

2.40

Median6.00

31.3912.108.506.002.508.03

16.67

7.50

3rd Quart27.7859.6051.2020.5314.607.50

27.2723.08

25.47

Max.92.86

275.00157.55308.00

46.67105.50100.0033.33

308.00

Missing8

14117816402510

202

Holdings1 -500501 - 5,0005K - 50K> 50,000

Total

N64

1266911

346

Mean13.1121.1630.1118.41

21.57

Stand. Dev.25.3039.0742.7225.18

36.56

Min.0.100.050.201.69

0.05

1st Quart1.252.503.384.93

2.40

Median4.777.60

16.676.43

7.50

3rd Quart12.8020.0039.1727.32

25.47

Max.157.55308.00275.00

84.69

308.00

Missing164230

6

202

Budget1 - 25K25K - 100K100K- 1.000K> 1.000K

Total

N5383

10011

346

Mean15.1223.1829.92

9.24

21.57

Stand. Dev.28.3840.2538.8613.26

36.56

Min.0.100.100.100.37

0.05

1st Quart2.083.002.941.84

2.40

Median5.00

10.3516.404.88

7.50

3rd Quart10.0526.9044.60

6.25

25.47

Max.125.00275.00200.0042.54

308.00

Missing1718348

202

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