1. Matt Francis - @archivingmatt MARAC Fall 2013
Using Events to Engage Potential Donors: BITTAW & Student Group Records Acquisition at SUNY Potsdam
Matt Francis
MARAC Fall 2013

2. SUNY Potsdam Background
Aerial view of SUNY Potsdam grounds, circa 1970s
Original St. Lawrence Academy building (founded 1816).

3. The Challenge of Collecting Student Group Records
“Without becoming an underground member himself, the archivist can only hope to collect what these organizations make available.”
-Nicholas Burkel, College and University Archives: Selected Readings, 1979
Other Challenges:
Overcoming low visibility, and students lack of understanding about archives.
High turnover in student groups.
Lack of records and/or centralization of records.

4. The Larger Context
Wanted to use events to build relationships and assist with acquisitions.
Acquisitions component was one part of a year long outreach campaign to undergraduates.

5. The Run Up: Student Group Open House

6. The Run Up: Charter Day Celebration

7. The Run Up: Non-Event Outreach

8. Bring it to the Archives Week!

9. The Aftermath Donation from additional student group.
Post-Event Developments
Donation from additional student group.
2 new accessions from a one group.
Invited to speak to Greek Alumni Council.
Received donations from another office and academic department.
Donations from BITTAW

10. Conclusions : Overall Thoughts
Would have liked greater participation.
8% of recognized student groups participated.
Overall archives use up 29% among undergrads.
Built several important relationships for the future.
Increased overall awareness of the archives and it’s role on campus.

11. Conclusions: Changes if Stayed
Invite student groups with donated materials to the archives.
Encourage creation of historian positions.
Have interested students curate their own exhibit.

12. Conclusions: Lessons Learned
When working with students take a holistic approach and engage them on multiple fronts.
Word-of-mouth is your friend, and take time to appreciate the ripple effect of your work.
Don’t reinvent the wheel; use existing tools and create reusable pieces.
Events work – they provide specifics for students to grab onto, let you “build to the event.”