A Critical Review of a Smithsonian Institution Archival Finding Aid

The goal of an online finding aid for photographs is to provide greater access in order to promote the use of the collection.  An institution that goes to a lot of trouble to provide for the long-term storage and care of their unique photographic source materials wants the collection to be valued through use.  Online finding aids are a very efficient way to get users who were unfamiliar with the collections acquainted with the value of the collection.  

They are efficient because, after the initial investment in time and resources to create the finding aid, it generally requires minimal upkeep while reaching a large audience.  Additionally, online material can benefit from multiple free services, like Google searches, possible integration with your existent library catalog, and translation services with Google translate.  This means users all over the world can benefit from your work, including people unfamiliar with archives.  This does not require you to invest much time in promotion.  Additionally, quality online finding aids can help create a name and cache for your organization.  The higher the quality, the more likely social media will be to pick it up.  In that instance, it may be featured in blogs and social media sites like twitter, win webby awards for design style, or get notable mentions on archives-centric blogs.  All of these things bring good PR for your organization.

Image No. 1. SIRIS Search

 

Looking at the Smithsonian finding aids, I found they are integrated into the main catalog (SIRIS) [see Image No. 1].  A usability study of online finding aids conducted in North Carolina (at the North Carolina Collection Photographic Archives at UNC-Chapel Hill), found that users not only expect online finding aids, but prefer to access this content through a search box interface (Jackson, 2012, p.  40). The benefit of being able to find archival material in the library search is two-fold: (1) a user unfamiliar with (or not planning on using) archival material would then know that there is archival material available on their subject, which advertises the archival material to a new audience; and (2) using a one-search portal greatly simplifies the researcher’s work in identifying all available material at an institution on a subject.

Image No. 2. Emma Lucy Braun Finding Aid

I looked specifically at the Smithsonian archives finding aid for Emma Lucy Braun’s Photograph Album (SIA RU007140, Braun, E. Lucy (Emma Lucy) 1889-, Emma Lucy Braun Photograph Album, c. 1932-1940 [graphic])  [see Image No. 2].  This finding aid was lacking in detail of the physical material itself.  Instead it focused on providing background information on the photographer, her work, and relevant applicable topics, like subject headings and correct name authority files.  While there is value in this summary if I am not familiar with her work and am looking for more description, there is very little value in the physical description to me as a researcher with some subject matter knowledge.  For example, the entire container list is: “Box 1 Photograph Album,” and the Physical Characteristics of Materials in the Collection heading contains the one-word answer, “Photographs.” At no point does it tell the number of photographs available [see Image No. 3], neither does it mention whether the images are in black and white or color for photographs circa 1932-1940.  Additionally, a better finding aid could use links at the container level to give images or more detailed descriptions.

Image No. 3. Container List

Despite the weakness of facts presented in the finding aid about the actual physical materials, a researcher working with the Smithsonian collections would (1) be certain to find that archival material existed; (2) know that photographs exist and can be viewed; and (3) have a contact email for follow-up reference questions.  Therefore, there is value in this finding aid.  

A cursory glance at other Smithsonian finding aids turned up photographic images with captions available to view online, more detailed descriptions under container lists and better descriptions of the photographs using terms like “black and white” and “gelatin.” I would conclude that the finding aid I reviewed is an example of MPLP (more product less process) and has value for the reasons outlined above.

REFERENCE LIST

Jackson, T. M. (2012). I Want To See It: A Usability Study of Digital Content Integrated into Finding Aids. Journal For The Society Of North Carolina Archivists, 9(2), 20-77.