Grant Writing and Archival Management Software: Ohio Historical Records Advisory Board Grant Award 2015

I wrote a grant proposal. I wrote a grant proposal within the first two months of becoming Seminary Archivist at Payne. It was fully funded.

On March 13, 2015, the Archives at Payne Theological Seminary was notified that the Arrangement and Description of the Payne African Methodist Episcopal Church Archive proposal submitted to the Ohio Historical Records Advisory Board (OHRAB) through a grant from the National Historical Publications and Records Commission (NHPRC) was one of 20 applications fully funded. The project will focus on processing two special collections: the Bishop Reverdy C. Ransom and George A. Singleton Collection. Grant monies will go towards the purchase of Proficio Elements archival management software and preservation measures to facilitate future use by researchers without further damage.

This project will focus on two special collections: the Bishop Reverdy C. Ransom and the George A. Singleton Collections. The materials provides a rich resource for African American research and are the most accessible collections for current research use due to their organization and good physical condition. The Ransom collection is fascinating in that it chronicles the life and ministry of Bishop Ransom (1924-1952) and also shares details of Payne Theological Seminary and Wilberforce University during their struggles to remain institutions of higher learning during the 1940’s.

Both collections were unprocessed and unorganized prior to the construction of the archive facility in 2009, but were rehoused in 2013, when a number of Payne graduate student interns from the Payne Theological Seminary students with no formal training in archives and records management inventoried them. This was done as part of a concerted effort to put the archive in some recognizable order, facilitate a future intellectual assessment, and provide immediate access to researchers. Some of the material was foldered and standard preservation measures were taken. Since several of the Ransom letters were deteriorating, many were placed in Mylar sleeves to facilitate future use by researchers without further damage. The remainder of the collection was processed according to a basic‐level processing guidelines: materials were placed in half-Hollinger boxes, arrangement work within individual folders is not complete, and fasteners have not been removed collection materials.

My rationale for purchasing the software follows:

As our investment in the institutional archive– specifically, the Payne Theological Seminary and A.M. E. Church Digital Archive– grows, I anticipate increased use of the collections by scholars, students and the community and believe it is crucial to have an item level knowledge of the PTS archival holdings.

I propose we purchase the Proficio Elements Software from Re: discovery for managing museum and library collections as I think it will allow us to have an accurate account of the extent of our collection and help ensure that we can answer user research requests.

After consulting with Paul Daniels, Head of Arts and Archives, Luther Seminary, Christopher Poet, Archivist, Bishop Payne Library, Virginia Theological Seminary, PTS' in house IT specialist, and participating in an hour long webinar demonstration of the software, I think Proficio Elements is the best choice for Payne. With this choice Payne skips the prohibitive costs and tech support specifications of many collection development systems. Proficio allows us to manage and catalog our collection, create digital images, online records and finding aids and also run reports.

With Re: discovery Payne can update to the full Proficio at a later date should our needs change as the collection grows to include a variety of artifacts and digital formats. The software also includes a module for the library. That way, Payne can keep things simple with a single, comprehensive knowledge management system for our entire library program.

OHRAB’s regrant funding program is supported by funds obtained from the National Historical Publications and Records Commission (NHPRC). Through OHRAB’s regrant application process, funding is provided to institutions and local groups to assist in the preservation of archives and historic collections.

http://www.payne.edu/files/2733/File/NEWS%20RELEASE%20-OHRAB%20Grant--.pdf