Dear Charis

The following comments spring from experience in corporate systems, library,
records & archival management at the Sydney Opera House and consultancies
for a number of performing arts organisations. A recent article, Evolving
Stages, touches on the Australian scene
(http://www.twf.org.au/research/Evolving.html).

Am currently assisting another national performing arts institution to
manage both internally generated information and externally acquired
information, including.

# Administrative records & production documents including correspondence,
minutes, reports, financial documents, contracts, prompt books etc.

# Publications: annual reports; books; articles; programs; press clippings;
brochures & flyers;

# Pictorial material: original art, photographs, posters; architectural
plans.

# Video and sound recordings including dialect tapes, show tapes and oral
history material such as tapes and transcripts.

# Artefacts, including costumes and accessories, set models, and props

# Digital objects representing all types of material.

My view is that decisions on all the internal stuff should be captured in
the retention schedule, whether administrative documents or other material.
Retention periods will be influenced by business needs, legal requirements
and cultural heritage considerations, among other factors.

Library collection management principles provide useful reference points for
making some decisions (eg significance of the organisation and its
materials, cost-benefit of keeping materials like costumes and set models).

If you're endowed with powers of foresight, consider whether the
organisation is likely to use the material for a centenary birthday bash.
Carnegie Hall, after all, either did not give enough attention to the issue
in the first place or tossed a lot of historical material out some years
back, necessitating a public campaign to get it back.

Paul

Paul Bentley
Director, Paul Bentley & Associates
7/15 Raine St Bondi Junction NSW 2022
P (02) 9387 7307 F (02) 9386 4259 M 0416 121 347
The Wolanski Foundation www.twf.org.au

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