Copán Archive and Database Project

CRIA Library and Archives

The project began by focusing its effort in the CRIA library, since it is the central repository for all reports, notes, maps, publications, etc. An assessment of the present use and traffic in the library among researchers prompted a decision to reorganize the configuration of the archives and the space utilized by researchers (Figure 1). Tables and file cabinets were rearranged and a waist-high wooden divider was installed to separate the research area from the archival material and books (Figure 2a). In October a large space was broken through the corridor wall and a new window was installed for improved visibility. With the consent of IHAH, handling of the holdings in the archive storage area was restricted to the CRIA librarian and the project team. In this manner, the librarian was able to assist researchers by retrieving requested material without compromising the management, organization, and security of the library as a whole.

The project divided data entry of the archives in the CRIA library into the following categories for organizational and working purposes:

1. Book holdings
2. Articles and reprints
3. Periodicals
4. Reports (paper & electronic)
5. Field Notes and Lots
6. Maps
7. Drawings / Epigraphy / Iconography
8. Photographic collections
9. Project Correspondence
10. Other

For the Library and Archive component of the project, all categories were organized and entered into separate databases by the librarian, Laura Nina Flores. These were then compiled by the author into one master database as they were completed. The individual databases were submitted to me during my trips to Copán, but time constraints made it impossible to review them entirely while there. The majority of the entries were checked for accuracy by the author while away from Copán, without the archives immediately at hand, therefore, information gaps still remain. Since this is the initiation of this work, it is considered that further refinement and additions will be made in the next few years. Whenever possible, the excavation Operation (OP) numbers were used to maintain intellectual control over the material in 4-9 and provide consistency in the database, OP numbers being the most useful link for files and materials pertaining to excavations throughout the CRIA. Many of the files in the library drawers, however, were out of order, did not have the OP reference, or sometimes were missing even the investigator information. Since the majority of the data entry was accomplished during intervals while the author was not on hand to track down the information, portions of this material will still require revision and updating. (See example Bibliography database)

Conservation Assessment

A conservation assessment of the library was carried out in May 2001 with the assistance of Sarah R. Demb, Archivist at the Peabody Museum (Figure 7). Following her recommendations (Demb, 2001), new conservation measures were implemented as described below:

• File drawers are now vacuumed every 3-6 months to rid drawers of insect parts and other particulates. Book rows are vacuumed weekly for the same reason. The project enabled the purchase of the hand vacuum.

• Files and book supports were purchased to alleviate slumping on shelves and in file drawers. The bottoms of file folders are scored along the creases provided in order to give the materials a flat surface on which to rest. This continues to be done on an ad hoc basis whenever a file is pulled for use, or a new file is made.

• Acid-free expansion folders when available are used for large files or loose materials like notebooks.

• Paperclips are removed from all files as they contribute to tears and depressions in the paper, and rust with humidity. Dividers can be made of paper instead. Plastic clips and metal staples are removed for similar reasons, as under humid conditions the plastic will adhere to the paper over time.

• Folders or bindings that contain metal or plastic are removed. Folders that were mildewed or moldy were the first priority for replacement with acid-free folders.

• Empty hanging folders were removed to make space for the files. Binders were disbound, replaced with folders, and discarded. [Investigators should note that in the future it is recommended to either not bind informes with plastic covers, or to provide an unbound, unstapled copy for the archives in addition to the bound copy.]

• Files were labeled in pencil to avoid problems with adhesives that aren’t permanent. Pencil also allows staff to add, delete or change information with ease when necessary.

Fragile materials
The project purchased a number of document boxes and four-flap folders for both loose pages and pamphlet publications. It was recommended that staff might wish to make preservation photocopies of very fragile, high-use materials, and this was already done in one case.

Conservation (repair)
Prior repairs to paper and book pages had been made with "Scotch" tape which loses adhesive over time and detaches while at the same time creates a high transfer of acid content to the page. Acid-free archival tape was purchased for making any future repairs to pages, covers or bindings.

A list of books needing special binding attention–generated from making a condition report as the inventory was being done–was submitted to IHAH, along with a list of needed archival materials. IHAH promised funding in fiscal year 2002 to purchase additional archival materials within their annual budget and help to pay staff. This funding was not secured in the end and minimal purchases and staff wages have been sustained for the remainder of the year with the help of the Bowditch Research Fund, Harvard University.

Climate control was a bigger factor in the overall health of the CRIA library and archive than originally anticipated. Following S.R. Demb’s recommendations an air conditioner was purchased and installed in the library in November 2001. Some consideration was given to the purchase of a dehumidifier with funding that had been slotted for shelving, but no dehumidifiers were found to be available in Honduras.

S.R. Demb noted:

Priority should be on reducing humidity in the storage space, as high levels are the root cause of most of the preservation issues. The installation of a dehumidifier is perhaps the most effective solution; however, this piece of equipment will necessitate concurrent use of an air conditioner, so that windows can be closed at all times. The cost of acquiring, running, and maintaining the machines may be prohibitive. Currently, humidity is causing mildew and molds to degrade materials; it enables insects to live among the materials and secrete droppings and eggs in folders and books, makes book covers stick to each other, and prevents the long-term adhesion of book labels to bindings. A climate-controlled space would also decrease the amount of air-born particulates accumulating on materials. (Demb, 2001)

Demb continues to refer the project to handbooks, pertinent material on-line, and library and conservation workshops for Latin American archives in which CRIA staff might participate. Following one of these referrals a Handbook for Library and Archive Management was purchased for the CRIA library, available at the time only in English. Demb has since alerted us to an on-line version in Spanish. This would be advisable to print out and bind, since an Internet line to the library does not exist. Continued training for the staff is recommended for increased understanding of the handling, organizational, and conservation needs of the material, as well as database updates.

A second-hand photocopier (non-functioning) was donated to the library some years ago but was never repaired. The project undertook to cover the costs of the repair to facilitate work on the project, copy fragile items, and decrease the amount of items leaving the library for copying purposes. Unfortunately, as of last note, the copier had broken again, so the library is without this service. In the meantime the librarian is copying requests using a photocopying machine in the CRIA’s central administrative office. In the future, a new copier for dedicated library use would be advisable.

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