Hello List.  As promised, I am summarizing responses to my initial
questions about finding aids.  I asked three basic questions:

1.  Do repositories keep hard copies of their finding aids in the reading
room, updating them when changes are necessary?
2.  Do repositories keep duplicate electronic copies of online finding aids
on servers other than their HTML server?
3.  Do repositories keep electronic or hard copy collection correspondence
records, or some hybrid of the two.

Thirteen members of the archives and archivists listserv responded to these
questions.  The responses show that ten of thirteen repositories keep a set
of hard copy finding aids in their reading room and update them with
changes.  Only one of these repositories cited the reason against keeping
hard copies as updating the hard copies was too time consuming for the
relatively low benefit provided.  One large repository keeps two sets of
hard copy back ups, one for the reading room and one in the processing area.

Regarding duplicate electronic copies, the findings were almost
universal.  With the exception of two institutions which did not yet have
finding aids online, every repository keeps (and updates) at least one back
up file on a drive other than on the HTML server.  Many repositories keep
multiple copies.

Finally, repositories primarily keep hard copy collection correspondence
files.  One repository used an electronic system, and three used a hybrid
system combining electronic and paper files.

Thanks to all who replied.  I found this a very, very interesting set of
questions.  If you have more thoughts or comments, I'd be glad to discuss
off list.

Thanks,
Amy

Amy Cooper
Special Collections Librarian
Special Collections Department
University of Iowa Libraries
Iowa City, IA  52242-1420
Phone: 319-335-6433
e-mail: [log in to unmask]

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