Kimberly Kaczenski 2016-03-14 15:53:45
Most archivists have a story about the queries they get regarding found papers or materials, often left upon the death of a friend or relative or discovered in a garage or basement while deep cleaning, and the finder doesn’t know if the materials are historically significant or ready for the dumpster. To complicate matters, the public is often confused about what an archives is and what it can or cannot do. At the Center for Arkansas History and Culture (CAHC), which is part of the Collections and Archives Division at the University of Arkansas at Little Rock, we addressed these issues by creating a brochure about the center, what we do, and how we could assist donors. Our goal for the project was to provide potential donors with information about donating to an archival repository in one, easily accessible document. As we categorized the kinds of questions we were being asked, we wanted to retain a format that was both succinct and directive. A traditional tri-fold brochure has limited space, so we investigated what others had done. Adapting Content and Images to Arkansas We came across the brochure “Donating Your Personal or Family Records to a Repository” published by SAA and immediately ordered a print copy through the online bookstore (for the e-version, see http://www2.archivists.org /publications/brochures/donating-familyrecs). The content in the brochure was everything that we wanted to tell the public about services we offered and the process by which we could assist them—and it was oversized. We reached out to SAA’s Director of Publishing and asked for permission to repurpose the text with our own branding. Approval was received, provided SAA was credited appropriately and we used images from our holdings. To select items to showcase in the brochure, we enlisted the help of the center’s archivists. Our selection criteria were not only to display the depth and breadth of what we already had, but also to show potential donors the diversity of items that an archives preserves. “Iconic images related to Arkansas were selected,” said Multimedia Archivist Shannon Lausch. “We wanted a variety of item types and to highlight different time periods— things that were visually appealing.” Photographs as well as images of different documents were incorporated: handwritten and typeset correspondence, a scrapbook, postcards and menus, campaign buttons and pins, a license plate, and even a cowboy hat made famous by one of Arkansas’s former governors. While SAA approved our request to adopt their text, it was not just a matter of cut-and-paste. We carefully reviewed and tailored the narrative to our repository. We also referenced born-digital materials, such as computer disks, as a type of material that researchers are interested in. Brochure Layout As the layout began to take shape, we reached out to the campus Print Shop, which provided us with a brochure template in Adobe InDesign. The pages were sized to 8.5" x 11" and broken down into three panels of 3.66" x 8.5". A margin of 0.25" around the entire document and for each panel and an included bleed set the limitations for our content. The final product measures 11" x 17" but looks like a traditional brochure due to the map fold in the center of the design. A Resource for Everyone Though this was not a speedy project, the customized brochure was worth the time and effort as it has helped to raise public awareness about the Center for Arkansas History and Culture. The brochure has been shared with other offices at the University of Arkansas at Little Rock so personnel from across the university understand the types of materials that the center acquires for collections. “It has been particularly useful for the Development Office which on occasion deals with bequests that are materials rather than funds,” said the director of the center, Associate Provost Deborah Baldwin. Today the brochure is displayed in our administrative offices, available in our research room, and handed out or mailed to potential donors on a regular basis.
Published by Society of American Archivists. View All Articles.
This page can be found at http://www.bluetoad.com/article/How+to+Develop+a+Brochure+for+Prospective+Donors/2425145/293827/article.html.