Progress Report 10

November 2000 - January 2001

Contents:

General Summary

Modules

• Archives
• Printed Sources
• Awareness
• IT

Appendix 1: Project Officer's Report

General Summary of Activity

During the last two months the focus has been on the Institute of Race Relations survey, and on completing analysis of the surveys conducted at Wolverhampton Archives and Local Studies, Bedfordshire and Luton Archives, and Modern Records Centre. Full details of these activities can be found in the Archives section. The mapping of printed sources in Caribbean Studies and the study of Black and Asian peoples continues, and the latest developments are given in the Printed Section. We have had several inquiries regarding the aims of the project and have made contacts with two new repositories who have material relevant to the project. More details of the outreach work being done are given in the Awareness Section. We have entered the next phrase in the IT module which is to transfer the data from Access to MySQL. Since my return on 9 January 2001, I have spent the majority of my time tidying up, and preparing the surveys for export. This has involved adding the changes that were made to the field lists, and ensuring that the data is uniformly formatted and presented. This process is detailed in the IT section. The CASBAH web site continues to be in need of updating in a bid to make it more accessible, attractive and manageable. Our listserv numbers have increased and although there is not much discussion, our members are kept abreast of conferences, workshops and other events that might be of interest. On 22 January, Carol Dixon took up her position as Project Officer. I am delighted to have her, and time has been allocated to ensure that she settles into her new position as smoothly as possible.

Modules

Archives

INSTITUTE OF RACE RELATIONS

The IRR survey was conducted between 26 November - 5 December 2000. The subject, regional area, and author catalogues were used as a way of increasing our search-words database. Details of key figures and organisations, as well as relevant pamphlets and journals were inputted. Where possible, connections were made with records found in other surveys. An examination of specific periodicals was also conducted to draw out particular specialisms in the IRR Printed collection. The aim was to provide the IRR with a case study of how sub/collection descriptions can be created. Over fifty subject headings were identified In January 2001, Hazel Waters sent us the following Printed Sources Collection Descriptions (PSCD):

· Great Britain/ Civilisation, Culture patterns,way of life

· Caribbean · British West Indies · Great Britain/ Civilisation, Culture patterns, way of life/All 'coloured' minorities in Great Britain

· Great Britain/ Civilisation, Culture patterns, way of life/ Asian Communities in Great Britain

· Black Journals (vol. 1 - 4)

· IRR Publications

The survey report has to be completed and sent to Hazel Waters, along with a copy of the data that was gathered. It is hoped the survey findings will help to plump up the PSCDs.

WOLVERHAMPTON ARCHIVES AND LOCAL STUDIES

The data from the survey was analysed in December 2000. The following Archive collection descriptions (ACDs), together with lower level items, will be uploaded to MySQL:

· Blackenhall Congregational Church

· Records of Goodyear Tyre and Rubber Company (Great Britain) Ltd

· Temple Street Congregational Church

· Wolverhampton Borough Council Departmental Records

Although the data has been analysed, the survey report and accompanying data has not been sent to Mary Mills. I recommend that we also send a PSCD questionnaire to their Local Studies Department.

BEDFORDSHIRE AND LUTON ARCHIVE & RECORD SERVICE

The data from the survey conducted at this archive in 1998 (?) was sent to us by Ruth Gill, the BLARS Administration Officer. There are seven, possibly eight ACDs:

·African-Americans

· African - Caribbean

· Africans

· Asian - General

· Asian/ Indians

· Asian/ Pakistani

· Ethnic Sources- General

The data, sent as Word documents, has been transferred to our in-house access database. The transfer work has not been completed, but this work can be done once the data is uploaded to MySQL.

MODERN RECORDS CENTRE

I have tidied up the MRC data, but no further input work has been done. The decision whether to return to complete the survey has not been made.

THE MULTIPLE ARCHIVE DESCRIPTIONS DATABASE

I have not yet started to input the material gathered from Marika Sherwood's collection, and from the records passed to us from Andrew Lewis.

SURVEY TOOL

David suggested that a survey tool, based on the experiences and insights gleaned from the archive surveys, be drafted. I began work on this document in December 2000 and should have a draft completed by the end of February 2001 (and not January, as I first indicated). The following is an excerpt from the document: … The aim of the ST is to begin to test and further develop a methodology for locating records related to Caribbean Studies and the history of Black and Asian peoples in the UK. Still at the developmental stage, we are taking an iterative approach, the aim being to develop methodological frameworks, test them, refine them, test them in new conditions and then refine them again. Backed by the experiences gained through our surveys, your use of this tool will aid in the further development of a rigorously tested and strong survey methodology for these presently under-developed subject areas. In making this survey tool available, the aims are:

1. To establish the fact that whether or not presently identified or located, there are records in most, if not all repositories related to Caribbean Studies and the history of Black and Asian peoples in the UK

2. To offer for use the framework of a survey methodology that takes into account the problems of finding resources in these areas.

3. To provide archivists and record managers with a quick tool in which to begin the appraisal of their holdings in relation to our subject areas 4. Based on our experiences gleaned in conducting similar CASBAH surveys the aim is also to provide suggestions on how to begin to promote archival resources to those researchers engaged in these areas of study

SURVEYS

I have begun to research other archives to survey. The archives are selected based on: (a) location, (b) level of established contact and (c) possible relevant record groups (or records within our thematic spread). So far we have files on the following archives: Wales · Glamorgan Record Office, Cardiff (country councils, Port of Cardiff Shipping Registers(?), Estate, families and individuals, Societies and Associations, Photographs)

We have a database with 26 entries (fond and lower level) from this archive - possibly taken from the BASA questionnaire. Manchester · Manchester County Record Office (public records, Estate records, Business Records, Groups and Societies related to Trade unions, charities and organisations) · Manchester City Archives (local authority, religious, Trade unions, Societies and Charities, Business records Based solely on location criteria.

Printed Sources and Audio-Visual

I have continued to work on the database of the centres and departments - as well as academics - involved in teaching and conducting research in our subject fields. This is an ongoing project and much more work needs to be done. PSCD template: The fields list need to verified and set. PSCD survey: In the last CASBAH team meeting (1 December 2000) a rationale for the dissemination of PSCD questionnaires was discussed. In the first round, questionnaires are to be sent to (1) our partners; (2) libraries in universities with centres or departments dedicated to our subject fields; and (3) institutions with an established record of interest in out subject fields -(i.e., Runnymede Trust, George Padmore Institute, CRE and the Black Cultural Archive). In the second round, questionnaires are to be sent to (4) libraries and resources centres that have been in contact to us regarding their collections (i.e., Chelsea College of Art, AAVA, and Westminster Library). In the third round, questionnaires are to be sent to (5) local libraries in key regions. A file for this aspect of the module was created.

Awareness

Listserv: We have 81 members on our casbah-rslp listserv. Events, articles and suggestions have been posted by team and listserv members. We have had national and international enquiries regarding our work, as well as requests for help in finding information. Mykaell Riley, Senior Trustee of the Black Music Education Trust (of which CASBAH is a partner), has been in contact. He has sent of the aims and aspirations of the Trust, a copy of the CD Reggae Explosion and is now a member of the casbah-rslp listserv. Doreen Aubrey, Head Librarian at the Bermuda College, and Elizabeth Watson, Librarian at the University of West Indies (Barbados) were contacted and have joined the casbah-rslp listserv.

Leaflets The planning for the new leaflets continues. I have one image from LMA, and should get the image from MRC shortly. I am awaiting a reply from Goodyear Tyre regarding my request for permission for us to use two images found at Wolverhampton Archives and Local Studies.

Contacts We continue to receive information about relevant collections. Elizabeth Ward, based at Chelsea College of Art and Design sent "Recordings: A Select Bibliography of Contemporary African, Afro-Caribbean and Asian British Art" a text which documents the work of artists from 1971 - 1996. Alison Scott, based at the Archives and Business Records Centre, University of Glasgow, has expressed an interest in the project and is keeping a list relevant records. She leaves her current post at the end of the month, but will pass on all correspondence and lists to her successor.

Andrew Lewis from the HMC continues to send details of relevant records.

IT

MySQL: The following in-house access data needs to be uploaded to MySQL:

· BLARS - Archive Collection Descriptions

· IRR - Printed Collection Descriptions

· LMA - Archive Collection Descriptions and lower-level examples

· MRC - Archive Collection Descriptions and lower-level examples

· TUC - Archive and Printed Collection Descriptions (with lower level examples)

· WOL - Archive Collection Descriptions

At this point in the project, the fields in the CASBAH database structure need to be set. Before any data can be uploaded, Frances is waiting for us to confirm our field lists. Once they have been confirmed, the data can be uploaded. It is important to note that this marks a third phrase in this mapping project. The first phase was the gathering of data (printed and archival). This data is housed in the CASBAH survey database. The second phase was the analysing of the data. The data, together with background information are housed separately in the Archives modules folder. In the final phase, the data has been moved to the 'TO MYSQL' folder. Once sent to this folder, the datasets are uniformly formatted and tidied up in preparation for upload to MYSQL.

Roiyah Saltus-Blackwood (Project Researcher)

Appendix 1: Project Officer's January Report

Summary of work completed in January and details of work to be completed in February-March 2001

1. Archives Module: Roiyah has given me a thorough briefing about the research work she has undertaken over the past few months. In addition to research carried out 'on site' she has now completed the initial analysis of surveys conducted at the following institutions: Institute of Race Relations; Wolverhampton Archives and Local Studies; Bedfordshire and Luton Archive & Record Service and the Modern Records Centre (University of Warwick). Initial preparations for visits to one of the following two archives are being planned and should take place by the end of March: Manchester County Records Office and Manchester City Archives. Preparatory investigations of archives/repositories held within the remaining four other survey regions agreed by the previous Project Officer are also underway: Cardiff, Leicestershire, Glasgow and Belfast.

2. Printed Sources and A-V Collections: I have seen some of the collection-level descriptions for printed/AV collections within our partner institutions, but still need to receive this documentation from other partners prior to editing, uploading and testing the data within the MySQL database. An email will be sent to the contacts within any of the partner institutions that have not yet submitted their descriptions.

3. IT: I attended a Dreamweaver web page design course at Imperial College on 30th January as a prelude to revising the structure, layout and content of the CASBAH web site. This will be one of my key priorities during February and March in addition to progressing with the work on the MySQL database. Roiyah and I will be liaising with the ULCC on uploading survey information from the MS Access databases to MySQL.

4. Awareness Raising and Outreach: Information about the progress of the Project will be circulated via LIS-LINK and the NRA listserv by the end of February. I am also sending out initial contact letters to course leaders of library, archive and information management courses in UK HEIs, offering to give seminar presentations on the work of the CASBAH Project as a means of introducing new entrants to the profession to the issues surrounding access to research resources for Caribbean Studies and the study of Black and Asian history in the UK.

5. Collaborative Collection Management: I am currently conducting some initial research into bilateral and multilateral collection collaboration and aim to write a summary report of my findings by the end of March.

Carol Dixon - 31st January 2001