Finding

Two State-Funded Entities

Perform the Same Function

AHC and WSA are both receiving state funds to collect non-governmental historical records.

The American Heritage Center (AHC) at the University of Wyoming and the Wyoming State Archives are both receiving state funds to collect non-governmental historical records.  The historical collection at the WSA is small, but requires a disproportionate amount of WSA’s resources to maintain.  AHC, which has a similar, but larger and more diverse historical collection, benefits from private as well as General Fund support.

WSA needs to evaluate its responsibilities regarding its historical collection.  Such consideration may lead to creating collaborative agreements between AHC and WSA that could capitalize on the strengths of each, as well as eliminate some of the duplication.

The Two Have Similar Collections

WSA incurs significant costs when cataloging, storing and preserving historical material.

AHC receives sizeable private donations to process its collections.

WSA's historical collection comprises letters, minutes, reports, and related records created by individuals and organizations in Wyoming dating from the territorial period, as well as a photographic collection.  The historical collection is considered to be distinguished in the areas of local history, women's history, religion, agriculture, and mining.  In all, however, historical records constitute a small part of WSA’s archival materials.

WSA incurs significant costs when cataloging, storing, and preserving historical materials.  As a result, WSA is judicious in deciding what material to acquire, acknowledging they do not have the resources to pursue additional records. 

In contrast, most of the records at AHC are historical records.   AHC's historical collection is somewhat focused on Wyoming history, but is much broader, containing material relating to many different subjects, including popular culture. 

AHC is actively pursuing historical records held by private donors.  AHC also receives sizeable private donations to process its collections, and claims that it is able to raise additional money when necessary.  Recently, an anonymous donor pledged $2 million to the AHC to research and preserve documents related to Western politics.  Many of the important historical documents of the state of Wyoming, such as those of Territorial Governor and U.S. Senator Francis E. Warren, and more recently Alan K. Simpson, already reside at the American Heritage Center.

A Disproportionate Amount of Resources

Supports the WSA Historical Collection

Up to 15% of WSA resources are dedicated to its small historical collection.

WSA estimates that at any given time, up to 15 percent of its resources are dedicated to the historical collection.  These materials, however, constitute only about 8 percent of the total permanent collection.  In 1995, the state's collection of non-government historical records, previously administered by the Wyoming State Museum, was transferred to the WSA.  At the time of the merger, the collection was largely unprocessed, and weeding through the materials has been time-consuming.  While some of the collection has been culled, more remains to be done, and it requires approximately 3,000 cubic feet of WSA space.

Currently, all but a small percentage of WSA’s collection is catalogued in some fashion, although many aides are either old-fashioned manual finding aides or in WordPerfect, which is not a readily searchable database.  As discussed in Chapter 7, a lack of modern finding aides and guides for using them increases the likelihood that a patron will need to rely on WSA researchers for assistance.

Inconsistent Statutes Create

Uncertainty About Authority

It is unclear whether WSA responsibility for historical records is mandatory or optional

Wyoming Statutes are unclear about Archives’ role in continuing to collect historical records.  Two statutory references give WSA mixed direction regarding historical records.  W.S. 9-2-404 (c) says the director of the Archives may acquire historical records.  However, W.S. 9-2-415, which WSA has incorporated since acquiring the historical collection from the state museum, states the director shall collect historical records. 

Thus, it is not clear whether this responsibility is optional or mandatory for WSA.  The uncertainty of purpose and expectation set out by these statutes gives WSA little incentive to expand current efforts in support of the collection.  The same uncertainty may also have inhibited cooperative efforts with other Wyoming repositories, as envisioned by the 1995 SHRAB report.

SHRAB Recommended Collaboration Between Repositories

The Wyoming SHRAB report recognized the need for collaboration between repositories, which are various locations throughout the state where records are stored.  Several of its recommendations stressed not only the importance of building linkages between the different repositories in the state, but also fostering cooperation between them.  The report pointed out that collaboration in collecting and the development of systematic collecting strategies would discourage the haphazard placement of records and greatly enhance their value. 

Recommendation:  WSA should evaluate maintaining its historical records collection.

WSA performs a general government support function, while the historical collection is culturally directed.

WSA should evaluate its policy with regard to whether and how it will continue to collect and manage historical records.  Within the State, WSA performs a general government support function.  Its small collection of historical records is more culturally directed than the rest of its materials, and also requires WSA to divert resources from its primary general government function.

WSA may wish to propose a statutory amendment to clarify its responsibilities regarding the historical collection.  Collaborative agreements with the AHC could free up valuable space and resources for WSA.  As well, such agreements would give WSA the opportunity to focus on government records, which are its primary function.