MAA Focus April/May 2010 : Page 5
frequently asked “What types of records do you want?” and “How do I donate them?” Some people may also wonder what happens to materials aft er they arrive. To understand the AAM’s role better, let’s start with its mission. As stated on its web site, the AAM “…is dedicated to collecting, preserving, and providing access to the records of American math- ematicians and mathematical organizations for use by historians, mathematicians, educators, and others interested in the history and development of mathematics.” To that end, the AAM houses and provides access to the papers of individual mathematicians and the records of organizations, including the Mathematical Association of America (MAA), for which the AAM is the official repository. What are Archives? Archives collect records created or received by individuals or or- ganizations and preserve them because of their enduring historical value. Archival records typically consist of a variety of documenta- tion refl ecting an individual’s life and career or an organization’s activities. For example, the Paul Halmos Papers, which the AAM houses, reveal Halmos’s professional and personal interests and ac- tivities through student notes, diaries, correspondence, and photo- graphs. Th e records of the MAA, also part of the AAM, document its long history through correspondence, photographs, committee documentation, and meeting minutes. Whether the papers of individuals or the records of organizations, these collections are important because they further our under- standing of history by revealing ideas with historical significance, decisions made and actions taken, and the role of a person or orga- nization in that history. What toDonate Types of documents vary fromcollection to collection, depend- ing on the person or the organization. However, there are general guidelines one may follow when thinking about what to preserve. A list — not comprehensive — of typical documents that we accept and encourage you to send to us is listed in the box. It should be noted that in addition to paper records, we also accept digital files. What happens aft er we get your donation When we receive your donation, we will send you a letter of acknowledgement and a Deed of Gift , in which you indicate any restrictions and copyright issues (hopefully there won’t be any), and which you sign and return to us. Th e University’s Office of Devel- opment signs the Deed and we return a copy of the signed version to you. Aft er the Deed is in place, we will “process” the collection, which means we will go through it to establish a logical arrangement, re-house the documents in acid-free folders and boxes, and create a “fi nding aid,” which consists of a biographical summary, a review of s the Archivist for the Archives of AmericanMathemat- ics (AAM) at the University of Texas at Austin (UT), I am the collection’s contents, and a box listing. Th e next step is to catalog the collection in the UT library system and upload it to the web. Finally, we put the collection on the shelf, where it is ready to be used for research. Sending the Collection To initiate the process of sending your papers or records, please contact me at . I will want to know the nature of the collection, its contents (e.g. letters, photographs, notebooks, etc.), and its volume. Once we have determined that what you have is appropriate for de- posit here, I ask that you pack up the documents in a reason- able order in very sturdy boxes — preferably not large ones, as big, heavy boxes tend to fall apart more easily than smaller, lighter ones. Please send your donation by UPS tomy attention: CarolMead 2313 Red River St., Unit 2 Austin, TX 78705 512-495-4598 For more information about donating your collection, please see the AAM web page, , or email me. I look forward to hearing fromyou. Carol Mead is the Archivist for the Archives of American Math- ematics, located at the Research and Collections division of the Dolph Briscoe Center for American History on the University of Texas at Austin campus. What toDonate Individuals Correspondence (paper and email); diaries and journals; re- search, especially notes and notebooks; class notes taken as a student; class notes created for classes as a professor; reprints of articles by the collection’s creator; published or unpub- lished manuscripts of articles and books; lectures; evidence of involvement with professional associations, publishers, and conferences; and photographs. Organizations Articles of incorporation; charters, bylaws; minutes; Board of Directors files; offi cer records; committee documents; reports (annual, committee, etc.); organization newsletters; agendas; photographs; meeting and conference materials; organiza- tional charts; and brochures and flyers. What not to donate Books, journals, and other publications not published by the person or organization. Reprints by other authors.
The Aam Guide To Donating Collections
Carol Mead
As the Archivist for the Archives of American Mathematics (AAM) at the University of Texas at Austin (UT),I am frequently asked “What types of records do you want?” and “How do I donate them?” Some people may also wonder what happens to materials aft er they arrive.<br /> <br /> To understand the AAM’s role better, let’s start with its mission.As stated on its web site, the AAM “is dedicated to collecting, preserving, and providing access to the records of American mathematicians and mathematical organizations for use by historians, mathematicians, educators, and others interested in the history and development of mathematics.”To that end, the AAM houses and provides access to the papers of individual mathematicians and the records of organizations, including the Mathematical Association of America (MAA), for which the AAM is the offi cial repository.<br /> <br /> What are Archives?<br /> <br /> Archives collect records created or received by individuals or organizations and preserve them because of their enduring historical value.Archival records typically consist of a variety of documentation refl ecting an individual’s life and career or an organization’s activities.For example, the Paul Halmos Papers, which the AAM houses, reveal Halmos’s professional and personal interests and activities through student notes, diaries, correspondence, and photographs.The records of the MAA, also part of the AAM, document its long history through correspondence, photographs, committee documentation, and meeting minutes.<br /> <br /> Whether the papers of individuals or the records of organizations, these collections are important because they further our understanding of history by revealing ideas with historical signifi cance, decisions made and actions taken, and the role of a person or organization in that history.<br /> <br /> What to Donate <br /> <br /> Types of documents vary from collection to collection, depending on the person or the organization.However, there are general guidelines one may follow when thinking about what to preserve.A list — not comprehensive — of typical documents that we accept and encourage you to send to us is listed in the box. It should be noted that in addition to paper records, we also accept digital fi les.<br /> <br /> What happens aft er we get your donation <br /> <br /> When we receive your donation, we will send you a letter of acknowledgement and a Deed of Gift,in which you indicate any restrictions and copyright issues (hopefully there won’t be any), and which you sign and return to us.The University’s Offi ce of Development signs the Deed and we return a copy of the signed version to you.<br /> <br /> Aft er the Deed is in place, we will “process” the collection, which means we will go through it to establish a logical arrangement,re-house the documents in acid-free folders and boxes, and create a “fi nding aid,” which consists of a biographical summary, a review ofThe collection’s contents, and a box listing.The next step is to catalog the collection in the UT library system and upload it to the web.Finally, we put the collection on the shelf,where it is ready to be used for research.<br /> <br /> Sending the Collection<br /> <br /> To initiate the process of sending your papers or records, please contact me at carolmead@austin.utexas.edu.I will want to know the nature of the collection, its contents (e.g. letters, photographs, notebooks, etc.), and its volume.Once we have determined that what you have is appropriate for deposit here, I ask that you pack up the documents in a reasonable order in very sturdy boxes — preferably not large ones, as big, heavy boxes tend to fall apart more easily than smaller, lighter ones.<br /> <br /> Please send your donation by UPS to my attention:<br /> <br /> Carol Mead 2313 Red River St., Unit 2 Austin, TX 78705 512-495-4598 For more information about donating your collection, please see the AAM web page,http://www.cah.utexas.edu/collections/math_resources.php, or email me.I look forward to hearing from you.
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