MUSEUM
ARCHIVE A VALUABLE RESOURCE
By
James Dierks, Archive Manager
[This
report is one in a continuing series of reports by NYMT's Area
Managers to let NYMT's friends and volunteers understand the
inner workings at the museum. Ed.]
The
Archive of the New York Museum of Transportation preserves documents
and artifacts that illuminate the history of moving people and
things. This wealth of information is available for research and
much of it can be accessed on-line. Photographs, books and other
published material, letters, personal memorabilia, maps, posters,
blueprints, business records, and post cards are just some of the
soft goods that populate the Archive. They are accompanied by
drawers and cartons full of films and transparencies, uniform
buttons, ticket punches, horse car bells, brakeman's lanterns, model
automobiles, uniforms, streetcar tokens ... and the list goes on.
As much as possible, items are contained in the Archive room which
is temperature and humidity controlled.
This
complete point-of-sale card with leather streetcar token cases is
one of many artifacts contained in the museum’s Archive. Photo
by Jim Dierks.
The
vast majority of the Archive contents have come to us by donation.
Such thoughtfulness demonstrates a respect for preserving history
as much as a desire to help NYMT and is appreciated on both counts.
Every donation goes through a system guided by a 23-point
Collections Management Policy. Once the donation is received, the
Archive Manager provides a written acknowledgment for the donor,
listing the items along with the donor’s information and the
date the donation is received. While most donations can be
enumerated on the form, some collections run into multi-page
attachments. Museum copies of the acknowledgement forms are kept in
annual folders in
chronological order, and these files are the primary record for the
Archive.
The second
step for a donation requires time and knowledge on the part of
volunteer staff. A decision is made to place each item in one of
three filing arrangements: the numbered accession system, the
vertical file, and the library. In the accession system, each item
is listed on a form, providing a sequential accession number and
key words to help in later searching the Archive. Once this
information is entered into the computer, researchers can quickly
identify items that pertain to their interest. This system is
especially appropriate for items that contain information of
interest in several ways. For example, a photograph of a streetcar
having collided with an auto could be identified by car number,
destination, cross street, make of automobile, etc. The image would
be found by an antique car restorer interrogating the Archive for
the make of auto, or by someone doing family research entering the
cross street. Just filing streetcars by car number in this example
would not make these other discoveries possible.
Soft
goods in the accession system are kept in archival sleeves in
storage cartons labeled with the range of numbered items contained
therein. Large soft goods such as maps and posters are kept in a
"flats" cabinet. Tokens, ticket punches, dining car
china and other similar items fill a six-drawer file cabinet, while
long-play records, films and videos rest in their own file drawers.
A large collection of vintage technical books, textbooks and
rail-road journals are on shelves in a steel bookcase. Glass
negatives and large film reels find a place in the safe, and the
enormous Tom Kirn Collection of photos occupies two large file
drawers. Large items such as lanterns, signs and toys are kept on
shelves outside of the Archive room, with some finding their way
into exhibit cases throughout the museum. Our current count is well
over 3,500 items recorded in the accession system, and easily
hundreds more occupy the receiving shelves awaiting the accession
treatment.
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The
vertical file is contained in nine file cabinet drawers arranged
alphabetically and is primarily used for items unique to a certain
railroad, trolley line or subject. The origin of this file was a
donation of an individual's personal collection of paper goods
from trolley lines, all in file folders in alphabetic order, but
over the years we have added numerous other folders as new items
have arrived. A typical item in the vertical file might be a
Baltimore and Ohio employee magazine from the 1920s or a New York
Central brochure promoting travel to the 1964 World's Fair.
The vertical file could use another file cabinet, but space in the
room is limited at present.
Shelden
King's detailed knowledge of trolley history guaranteed
accuracy when identifying and accessioning vintage photographs.
Photo by Jim Dierks.
The
library has been roughly organized into general railroad books,
railroad-specific books and trolley books. The trolley books are
arranged alphabetically by state. In some cases, such as
Rochester-area trolley books, a duplicate copy is kept in the
library.
Rochester
and Eastern freight motor 925 is seen at the interurban union
freight terminal at State Street Station (now a parking lot for
Eastman Kodak headquarters). Photo probably by William G. Amer.
An
advantage of the accession system is the ability to include it on
the museum website. Research can take place without visiting the
museum and physically handling the items in the file. Years ago,
volunteer Ted Thomas added an archive section and search process to
the website he had built for NYMT, and spent many hours posting
items on the website. He accompanied each item with digital photos
he took of the items. The result is a visitor to our site can enter
terms in the Key Words section and obtain a list of pertinent items
with thumbnail images which can then be enlarged to screen size. As
an example, entering "eastern" (without the quotes) in
the Key Words line produced 36 hits, among them being the above
photo of Rochester & Eastern freight car 925.
Some
highlights in the Archive are worth mentioning. The Tom Kirn
Collection contains hundreds of large black-and-white prints
featuring the Rochester Subway and city streetcars. Another large
collection is New York State Railways official photographs made by
company staffers for equipment inventories, accident records
and to record work methods and equipment (the photo of car 925 is
one of these; note the record number in the lower right). Recently
we were given a large collection of official engineering drawings
from the Delaware, Lackawanna and Western Railroad and the Erie
Railroad. These drawings, many more than 150 years old and mostly in
ink on linen, record track diagrams and property agreements in
Hornell, Elmira, and western New York State. Several large volumes
contain records of accidents, derailments, injuries and deaths on
the Buffalo, Rochester & Pittsburgh Railway. Reading through the
entries in these journals, written in flowing script, one recognizes
the dangers inherent in railroading and appreciates the many safety
measures that have taken place over the years.
Preserving
the history contained in our Archive and making it available for
research are important responsibilities for NYMT. Challenges
include a lack of space, a need for improved containers and archival
shelving, and most importantly knowledgeable volunteers with the
time to keep up with the rush of incoming material and to carry it
through the whole process. If we can find the means to do all that,
we'll be fulfilling the Archive's role in the mission of the New
York Museum of Transportation.
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