University Archives Annual Report 2011-2012 This fiscal year, the University Archives [including records management and genealogy areas] served 1079 patrons who used 430 items, including books, yearbooks, microfilms, newspapers, directories, blueprints, photographs, etc. The patrons, including administrators, faculty, staff, students and people outside the university, were assisted by a staff that included the University Archivist, and one full-time assistant, Brenda Cochran Bradford, two part_time student assistants, Brianna Broad and Blain McLain, and a three-hour-per week volunteer in genealogy, Donna Graham (full-time employee in library who arranged her schedule to assist in Genealogy area). The staff was so busy that it was unable to record patrons and numbers of materials used daily. Obviously, we used far more than 430 items, since we created 830 digital files and produced 973 prints. We also transferred 395 files on CD to other offices. Archives Assistant Brenda Cochran Bradford designed 369 separate pages which often included several photos or images per item (samples of materials designed are attached). Bradford=s beautifully-designed photographic displays, posters, invitations, name tags, greeting cards, etc. have kept her in constant demand across campus. Specifically, for the President=s Office, she designed an official NSU sympathy card and designed preliminary sketches for a get-well card which is still in progress for the President=s Office. She also coordinator with two student artists, the Art Department and the President=s Office for the 2011 Christmas card, Christmas posters, invitations to receptions, email greetings for students, employees, etc. all created around the same general image but refined by size and detail for specific purposes. The Archives staff provided many images for Communications & Marketing, including for retirements, Centurions, Alumni Association, news releases (for television, magazines and newspapers), as well as very sad work for remembrances and memorials, such as for Brian Rader, Raymond Archer, Dan DeLoache and Sarah Brick Archer. She also restructured 1664 digital files by changing size, shape, resolution, etc. for use in projects. The design must be professionally restructured to maintain the integrity of the design B proportions, text size, etc. This is a very time-consuming task. Ms. Bradford and staff were frequently asked to take photographs for library and other university projects B 639 total over the course of the academic year. Mr. McLain produced an inventory of the Hunnicutt doll collection by photographing each doll, front and back, for a total of 379 photographs of the 639 above. Bradford and McLain also located and scanned over 200 photographs of NSU soccer activities for the Soccer area.

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Bradford also spent much time consulting with NSU employees and external patrons regarding selection of design for artistic reproductions of Archives photographs. Most were for campus offices and departments. Ms. Bradford was elected Vice-Chair of the Staff Council. The Council sponsored many events in which she participated, such as the Star Awards, Employee Non-Monetary Initiatives, Employee Appreciation, Staff Appreciation, Staff Surveys, and Employee Workshop Days. Other specific duties were compiling monthly agendas, setting up meeting spaces, creating graphics, taking photographs, etc. This term, 79.6 cubic feet of materials [73.6 cu' archival and 6 cubic feet of non_permanent records management materials] were added to the collection. This included office files, graduate papers, posters, brochures, personal papers, videos, photographs, yearbooks, NSU publications, etc. Various Archives database indexes were updated: the minutes of the Board of Regents of the Regional University System of Oklahoma, Cherokee National Male and Female Students, Index to Negatives collection, University Archives Statistics, the Graduate College master's papers, the public relations collection, a collection of NSU-produced videos, debate trophies collection, and the Dr. James Malone genealogy collection. Brianna Broad and Sheffler conducted an inventory of the 6,967 Northeastern masters papers from 1973 through 2011. Some were out of order; some were filed under maiden and/or married names which did not appear on the papers title page, etc. However, each paper was finally located and refiled into its proper location.. Under the direction of Brenda Bradford, the Archives staff completed its largest project undertaken since the Centennial celebrations of 2009 B the Redmen Heritage Wall display. Bradford and the staff selected, scanned and printed 241 photographs which were placed on display. Size varied from 2" x 4" to 24" x 36." These were arranged on easels or display boards and placed on the second floor landing of the John Vaughan Library on the Tahlequah campus. In addition, one large display of memorabilia was arranged within a large glass display cabinet. A second smaller display case held additional Redmen memorabilia. Ms. Bradford was responsible for arranging the loan of a set of boxing gloves by Jack Dobbins, as well as a many pieces from the Branscum Alumni Center display cabinets. The Alumni Center items included a basketball, soccer ball, three autographed footballs, etc. Many items from University Archives collections were also displayed. Broad and McLain were extremely helping in assisting Ms. Bradford in selecting, matting, printing, framing photographs and setting up the easels and displays. Broad was responsible for the smaller display and assisted greatly with the larger one. The display was available for viewing from 16 April 2012 to 11 May 2012. Visiting alumni seemed to enjoy reliving the past a great deal. Smiles were seen as the patrons wandered happily through the display boards.

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University Archives has been working closely with Linda West, Director of Technical Services, John Vaughan Library, to place materials on the Library=s Virtual Library section web page; items included Northeastern Commencement Programs; Time Capsule materials; and a few THE NORTHEASTERN newspapers. These projects are long term, but progress was made this term. It will require a few more years to complete these projects since the content of these objects is overwhelmingly large. University Archives also provided research, scans or consultations for the following University departments or individuals this fiscal year: Academic Affairs - research, campus history Admissions & Records - photographs, course descriptions; various consultations Allen, Mike - audio/visual consultations; materials Alumni Association - research on the three different Gable Fields; various other alumni research; Homecoming; research & photographs of various Alumni Honorees; Redmen Heritage Wall research; Redmen Heritage Wall display Athletics - various research, including mascot, soccer program & images Business Administration - wall prints; records management Business and Technology - wall prints Career Services - records management Center for Tribal Studies - research & records management Cherokee Language Program - images for Harry Oosahwee=s classes College of Business - photographs College of Education - photographs & records management; Bagley Reunion College of Liberal Arts - photographs & various projects College of Optometry - poster designs & various projects Communications & Marketing - various projects listed above. Community Relations - various projects Enrollment Management Services - photographs Faculty - various research projects First-Year Experience - photographs Foundation - images; numerous consultations Graduate College - various projects & records management Human Resources - 30-year employee booklets; Employee Appreciation photographs; retirement photographs; various projects. Indian Language Program - various prints in Cherokee Language Information Systems - records management Instructional Support Services - various projects Library, Broken Arrow campus - photographs for displays Library, John Vaughan -Access Services; Circulation; Government Publications; Office of Executive Director; Reference; Reserve Desk; Special Collections; Technical Services; Technology Services. Materials produced included employee pictures; various forms; photographs for offices, displays, posters, greeting cards; photographs of recent NSU Presidents for Hall Display; Earth Day 3

images; web images; temperature & humidity monitoring; records management; multiple images and consultations. Literacy Center - records Northeastern Student Government Association - photographs NSU Foundation - various photographs and projects Parking & Traffic - records management Photographic services - images and multiple consultations Physical Plant - images; Redmen Heritage Wall photographs; consultations, specifically with Design Department; alarm system consultations President=s Office - Centurion photographs; variety of designs for Christmas cards, sympathy cards, get-well cards; multiple disks of photos for consideration on Redmen wall project; initial consultation for photographs for President=s Home; records management. Print Shop - various projects Security - records management Staff Council - various projects Student Affairs - various projects & records management Student Financial Services - records management Student Government Association - consultation on time capsule Student Health Services - files & records management The Northeastern - multiple consultations University Attorney - various research University Relations - various photographs & research projects Vice President for Administration - various projects & records management Wyly Hall - research External patrons for whom graphics, presentations, interviews and/or research were prepared included the following: Bacone College - training staff Cherokee Nation - various photographs, Cultural Office Dobbins, Jack - multiple consultations; images; materials Herrington, Beth - local history research & photographs Indian Territory Genealogical & Historical Society - various research & photographs Keetoowah Society - various research McAlister, Barbara - images, multiple consultations, Female Seminary, design for tee-shirt for Seminary descendants Murrell Home - various research Oklahoma Archives & Records Center - images, records management Oklahoma Department of Libraries - images, multiple consultations Oklahoma Higher Education Heritage Society - images, materials and consultations Oklahoma Historic Records Advisory Board - various research, photographs Oklahoma University Graduate Student Tahlequah City - Photographs for Red Fern Festival Talbot Library & Museum, Colcord, OK - materials 4

Tahlequah Police - research Tulsa Police Department - research UCO - photographs of Dr. Betz while at NSU and others Ms. Bradford=s NSU Committees: 1. JVL Public Relations 2. Staff Council - Vice Chair 3. President=s Christmas Card Committee Ms. Bradford=s professional activities attended: 1. Facilitator Training 2. Strengths Workshops In addition, Bradford taught one section of College Strategies in Fall of 2011. Ms. Sheffler=s professional services included membership on the following NSU committees: 1. NSU Emergency Response Team, Library Building Coordinator 2. NSU Library Disaster Committee 3. NSU Library Leadership Team 4. Mentoring Committee for Faculty Member Dr. Pamela Louderback with Linda West & Barbara Ray Ms. Sheffler=s professional activities included the following: 1. Attended workshop, ACritical Response and Recovery: Protecting Your Agency=s Essential Functions Before, During, and After an Emergency,@ 20-21 July 2011, Oklahoma History Center; sponsored by Oklahoma Department of Libraries and FEMA. 2. Attended meeting held 24 August 2012 at Catoosa Cherokee Casino for Local Planning Council for National Tribal Archives, Libraries and Museums meeting to be held on June 4-7, 2012 at the Casino; Sheffler and Delores Sumner are members of the Local Planning Council. 3. Hosted Frances Donelson, Librarian at Bacone College, 14 October 2011 and 9 May 2012 at NSU Library Special Collections and Archives areas; consultation on Archives and Special Collections. 4. ABasics of Archives@ workshop at Three Rivers Museum, Muskogee, OK on 7 November 2011 sponsored by Oklahoma Higher Education Heritage Society. 5. Organization meeting of group of archivists and librarians involved with preservation on 10 February 2012 at McFarlin Library, Tulsa University. 6. Board meeting of Oklahoma Historic Records Advisory Board, Cowboy Hall of Fame, Oklahoma City on 7 March 2012. Victoria Sheffler held professional memberships in the following organizations: 1. Oklahoma Historic Records Advisory Board, 1999_current; reappointed 2012 2. Society of American Archivists 5

3. 4. 5.

Society of American Archivists Membership Committee _ Key Contact person for State of Oklahoma, 1997 to 2012 Academy of Certified Archivists [Charter member, 1989; recently applied for added certification to June 2017]. Society of Southwest Archivists.

Sheffler, as University Archivist, was Chair of the Library Disaster Committee. This fiscal year, she worked with a few minor disasters, most of which involved temperature and/or humidity problems, minor water leaks, lights not working, and electrical outages. Temperature/humidity problems in the building were frequent. The temperature should not exceed 72 degrees in the Library for the prevention of mold and mildew on materials and proper functioning of computers. Environmental conditions are even more essential for Archives and Special Collections. The temperature should not exceed 68 degrees in those areas for preservation of rare, old and one_of_a_kind materials. Humidity levels above 50% also contribute greatly to the spread of mold. High humidity is found in eastern Oklahoma from March until December and is dangerously high for mold growth. For a secure, stable environment, the humidity level should not vary more than 5% from lowest to highest over a year--preferably 45%. Since the humidity level can not be easily contained, it is essential to retain a cool environment to retard mold and mildew growth.

Victoria Sheffler, CA University Archivist 21 June 2012

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