Charis,

Each archive is unique.  

Some archives contain seed packets because the archive is for a seed
company, and the seeds are protected, branded information, evidence of the
work done.  

Some Canadian archives have a concept of more or less "wholistic" archives
(my word)that includes 3 dimensional articles and art.

I think you cannot limit the idea of an archival element by its appearance
or physical characteristics, unless you have implemented a carefully
reasoned policy against it.  Although, I do recall an effective argument
against keeping a petrified peanut butter and jelly sandwich with a
collection.

In the absence of such a policy, perhaps some additional consideration may
need to occur?

Just a thought.

Elizabeth Fairfax
Island County Records and Information Services
  


-----Original Message-----
From: Charis Wilson [mailto:[log in to unmask]] 
Sent: Tuesday, September 25, 2007 2:18 PM
To: [log in to unmask]
Subject: [RM] Physical Samples from Procurement Contracts

Okay, here's an odd one for folks to ponder.  What do you do with the 
sample "copies" of items that are provided when procurring various 
materials through contracts.  We have a contract that is being closed out 
and transferred to storage that includes as part of the contract the 
sample uniforms that were reviewed in choosing the final design.

The archives doesn't want to accept the uniforms since they are "not 
records".  However, as far as I'm concerned they are part of a record and 
should be kept with the contract file.

Anyone else want to put in their two cents worth?

Charis Wilson, MLS, CRM
Denver, CO

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