Arizona State Library, Archives and Public Records History and Archives Division
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September 23, 1999 Letter:
Arizona Convocation Participants

September 23, 1999

Dear 1999 Arizona Convocation Participant:

We are happy to share this Arizona Convocation update with you.

As a result of the two 1999 Arizona Convocations, the Department of Library, Archives and Public Records committed to accomplish a number of activities. The following is a listing of those activities and a progress report on each:

To fund and coordinate an annual forum to provide "cross pollination" between types of practitioners and institutions and a safe forum for networking and debate

Please plan to join us to contribute information about your collections, coordinate efforts for resource sharing and preservation, and improve access to unique Arizona materials. Come share your ideas and interests. Arizona Convocation 2000 will be March 5-6, 1999, at the Crown Plaza Hotel, 2532 W. Peoria Avenue, in Phoenix, Arizona.

Arizona Convocation 2000 will include discussions on maps, genealogy, historical and local records, archives, and museum collections, including these materials: documents, photographs, artifacts, and books. We need your help to establish a statewide summary of our collections, and contribute your experience in the areas of acquiring, cataloging, indexing, exhibiting, and preserving our unique Arizona heritage.

For more information regarding Arizona Convocation 2000 watch the Department's website at http://www.lib.az.us, or contact:

Richard Pearce-Moses
Phone: (602) 926-3810 or (800) 255-5841
E-mail: rpm@lib.az.us

Daniela Moneta
Phone: (602) 926-3938 or (800) 228-4710
E-mail: dmoneta@lib.az.us

To provide a written convocation summary to all participants
The Summary Report: Sierra Vista and Prescott Convocations, as reported by Daniela Moneta, is enclosed. It is also available on the Department's web site at: http://www.lib.az.us.

To send an updated copy of the Cultural Inventory Project to all convocation participants
All participants of both the Sierra Vista and Prescott Convocations should have received a copy of Arizona Convocations 1999 Collection Development Policies from Arizona Institutions and Organizations - Cultural Inventory Project, May 1999. If you did not receive a copy, please contact:

Daniela Moneta
Phone: (602) 926-3938 or (800) 228-4710
E-mail: dmoneta@lib.az.us

To begin compiling a resource guide that will be distributed to all convocation participants
The Department has contracted with the Heard Museum for the assistance of Richard Pearce-Moses, Archivist, to coordinate Arizona's Cultural Inventory Project. As Coordinator of the Cultural Inventory Project, Richard has begun compiling an exhaustive list of all the libraries, special Arizona material repositories, museums, and archives in the state. He will be compiling and distributing descriptions of their services and holdings. He will also describe the types of materials collected and the most important collections of unique materials and Arizoniana. The data will be distributed in print form and also on the World Wide Web. Having this data available in a single location will make it more convenient for people to find data about Arizona. The custodians of Arizona's cultural heritage need to know where the state's special and unique collections are housed so that collaboration, and preservation of those materials, is possible.

To date, Richard has begun modeling the Cultural Inventory website http://cip.lib.az.us) using information from the first Convocations, and he has developed a survey instrument to solicit additional information. Very soon you will be receiving the survey along with a copy of the information which you submitted to the Convocation last year, asking you to note any updates or corrections to that information. Soon after you return the form, you will receive a copy of your repository's entry in the Cultural Inventory Project for your review and comment. Richard will be able to answer questions and assist you in completing the form to ensure your holdings are represented accurately.

For more information about the Cultural Inventory Project, contact:

Richard Pearce-Moses
Phone: (602) 926-3810 or (800) 255-5841
E-mail: rpm@lib.az.us

To work with the task forces to foster their continued activities
Enclosed are the descriptions and charges for the blue ribbon Statewide Development Commission and its three task forces. Each task force will work under the auspices of the Statewide Library Development Commission. Agnes Griffen, Director of the Tucson-Pima Public Library, a past member of the State Library Advisory Council, has agreed to Chair the new Commission. Sherrie Schmidt, Dean of University Libraries, Arizona State University, will lead the Commission's important Resource Sharing Task Force.

Please read the descriptions and consider working with one of these important efforts. The Department is deeply grateful to those of you who have already volunteered. To serve as a volunteer on one of the task forces, contact Jane Kolbe, Division Director, Library Extension Division:

Jane Kolbe
Phone: (602) 926-3604 or (800) 255-5841
E-mail: jkolbe@lib.az.us

To share information about related activities

Five-State American Indian Project
The Arizona Forum on Tribal Museums, Libraries and Archives was held August 16 -17 on the San Carlos Apache Indian Reservation. It brought together for the first time, representatives from tribal and non-tribal libraries, museums and archives. The purpose of the Forum was to promote understanding and awareness of tribal libraries, museums, and archives; to initiate discussion for sustained communications and collaborative programming between tribal and non-tribal libraries, archives and museums; and to create a network of support for individuals working in museums, archives and libraries.

Enclosed is the post-meeting report by Alyce Sadongei, the Five State American Indian Project Program Coordinator. For more information about the Five State American Indian Project, contact:

Alyce Sadongei
Phone: (520) 621-4500
E-mail: sadongei@u.arizona.edu

Department Online Catalog
The Department introduced DLAPRCAT, the Department's online catalog, to the public on site and through the World Wide Web with over 450,000 bibliographic records reflecting collections in the Arizona History and Archives, Research Library, and State Law Library divisions. The Department upgraded the SIRSI Unicorn Catalog system to version 99.2, bringing systems administration and cataloging of the online catalog into a graphical user interface. The web site for the catalog is: http://dlaprcat.lib.az.us.

Collection Development Policy - Professional Collection
The Department is in the final draft stage of establishing a collection development policy for its Professional Collection. Elements of the policy include: Purpose; Clientele; Scope of Coverage; Access; Types of Material Collected; Relationship to Other Collections and Resources, and Levels of Collecting Intensity by Subject Subdivision:

We will be happy to share this information with you when it is in final form.

1999 Arizona Library Association Conference Program - Arizona Convocation: Past, Present and Future

Dan Shilling, Executive Director of the Arizona Humanities Council, and Richard Pearce-Moses, Archivist at the Heard Museum and Coordinator of the Cultural Inventory Project, will join me in a panel discussion of the background of the Convocations, results of out of the two Convocations meetings, and future directions. The program will be offered on November 18, from 11:00 a.m. - 12:15 p.m. If you are attending the Conference, we would love to have your memories and ideas well.

The Arizona Library Association (AzLA) 1999 Conference is November 17-19, 1999 at the Phoenix Civic Plaza, 225 East Adams, Phoenix, Arizona. For information on the conference, or to register, contact:

AzLA Headquarters
Phone: (480) 998-1954
E-mail: meetmore@aol.com

We are extremely pleased with all of the progress in this collaborative effort, and sincerely thank all of our enthusiastic Convocation partners.

Sincerely,
GladysAnn Wells, Director

 

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Updated:  12/20/2006

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