The State Archives recently developed a proactive collecting survey because we want public input on what types of documents we should collect. This feedback tells us what topics or events people are interested in for research, genealogy, teaching, general information, entertainment, enjoyment, and other purposes. With this information, we can better describe and highlight those themes in our existing collections and actively seek representation through new items that document those topics.

Row of existing manuscript collections at the State Archives.

Opening the doors to public input is now the norm across the field of archives, but it hasn’t always been that way. There are many reasons why proactive collecting can be difficult for archives. First, we can only collect what has been created. While we may want documentation of an event, person, or topic, that documentation may simply not exist. On the other hand, since we do not know every single document that has ever been created, we hold onto the hope that important historical records do exist and may someday be found, identified, and donated. At the State Archives, we are continuously surprised about the documents and collections people do have and donate to us; this keeps the hope alive that amazing collections are out there and will continue to trickle in.

There are other reasons why proactive collecting can be challenging. A lot of people are unfamiliar with archives and have no idea that we are here or even that we want more documents. Trust me, if it is about North Dakota or its people, we do! It often takes a generation (or more) for items to be donated because the creators or owners want to regularly use or see the documents. To alleviate any concerns, we try to emphasize that anyone can come into the Reading Room at any time during our open hours to view or use these items. We have reference staff who can help with remote access as well. These services apply to the original owner but also expand access to a broader base of researchers and the public.

People typically think about donating their papers during a major life change or transition, such as downsizing, death, or retirement, which means that documents don’t arrive to the archives until long after their creation date. Since archival material can deteriorate from environmental factors, emergencies, format obsolescence, deletion, etc., that means unfortunately, some historic materials simply don’t live long enough to make it into an archive. Proactively collecting documents into the archives for proper storage and care helps preserve more North Dakota history for future generations.

Sometimes collections do not make it into archives because it can be more lucrative to sell online instead of donating. However, the concept of value is different for archives: For us, a document’s worth is based on its research value and relationship to our collecting scope. Think in terms of intrinsic and historical or informational value versus monetary value. With that being said, we rely on donations of collections because we cannot compete with buyers on the free market.

Valuable contemporary documentation of life is often discarded, deleted, or overlooked because of the misconception that we only want “old stuff.” It is true that we have a lot of “old stuff” in our archives, and this is a primary reason for proactive collecting in the State Archives. Since documentation of modern life in our collection is lacking, we are putting a call out for records of everyday life in North Dakota today (and for the last 50 years). Related to the “old stuff” misconception is that we want everything that is old. Most of us at the archives are history buffs and greatly appreciate historical documents and “old stuff.” However, we remain committed to collecting within our scope, which dictates that items must represent North Dakota or its people to be included in the State Archives’ collections.

While we archivists have a good grasp of what we have in our collections, it is critical to have fresh perspectives on what we should focus on and proactively collect. History is the sum of a myriad of different voices, lives, and identities. With that in mind, we want the collections of the State Archives to represent the broadest possible spectrum of experiences. To achieve this goal, we need that same breadth of thoughtful responses to the question of what we should collect. Please help us to achieve this and grow by filling out this survey and contributing to the proactive collecting conversation.

Lifecycle of a New Collection at the State Archives

1. Materials arrive at the State Archives.

2. Archivists assess and sort the collection.

3. Archivists organize documents into boxes and folders and enter collection information into our database.

4. Collection lives in temperature- and humidity-controlled storage until it is pulled for use by staff or researchers.

5. On-site researchers can access collections at the State Archives Reading Room. Reference staff are available to assist remote researchers.

In the archaeology collections, we are preparing for the upcoming North Dakota Military Gallery expansion at the ND Heritage Center & State Museum in Bismarck. Much of our current work involves identifying what is in these collections so those planning the exhibits have an idea of what is available.

Volunteers are helping inventory the contents of artifact boxes from Fort Abraham Lincoln, now a state park. These artifacts are from projects in the 1980s and 1990s when some of the fort buildings were reconstructed. With more than 80 boxes of artifacts, this will take some time.

Just a small portion of the Fort Abraham Lincoln collection.

Thank goodness the boxes are labeled! However, the old labels sometimes leave us with more questions than answers, such as what kinds of artifacts and materials are in the box. This project is helping us answer those and other questions. Ultimately, the labels will be improved so that it will be easier to locate the artifacts for exhibits and research.

The old box labels left much to the imagination.

A mock-up of a new box label. These will include more detailed information about what is in each container.

Because these excavations are from the sites of original fort structures, it isn’t surprising that most of the contents are building materials, including many bags of plaster, brick fragments, wood, and nails. While some may not be “exhibit quality”—items likely to go on display—these elements are part of the original fort buildings.

Brick and mortar fragments from Fort Abraham Lincoln. SHSND AHP 89.340.2960

Wood from Fort Abraham Lincoln. SHSND AHP 89.340.1098

Pieces of glass are also frequent. Some are shards of flat glass from windows. Others are fragments from bottles.

A bag with two curved brown glass shards likely from a bottle. SHSND AHP 89.340.1334

Here are a few of the other artifacts found so far. Another volunteer is helping us photograph select artifacts. These photos will also be used to help locate and identify artifacts for future exhibits and research as well as for posters, projects, and blog posts like this one.

These military buttons (top) as well as this .38-caliber bullet and percussion cap (bottom) all came from the central barracks at Fort Abraham Lincoln. SHSND AHP 92.118.547, .564-.565; 92.118.649, .695

Many thanks to the volunteers who make this work possible! Your dedication is appreciated.