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Tomonori Sano, Assistant Professor Waseda University History Museum

Introduction to archives

The theme of this corner is "Waseda University has history," and what makes this possible is the archives installed in the History Museum. Many people think that archives are facilities that store a large amount of historical materials. However, here we will not be talking about the archives itself as a facility, but rather we will introduce the series of work involved in it, divided into the firstand second parts. This is the sequel.

Archives available at Waseda University (Part 1)

3. Primary organization ─Sharing materials with the world

Once the organization policy is decided, it's time to start organizing. Staff with specialized knowledge and skills decide on the scope of each document, assign a temporary number to it, decipher what it is about, and give it a "material name'' according to rules. "Creator", "Destination", "Date" of creation, etc. are also included in the catalog information. We work carefully to avoid mistakes while taking into consideration the balance between the amount of information we can obtain from the materials and the overall progress of the work.

Once the materials have been sorted, they are placed in acid-free paper envelopes with catalog information written on them, packed in special boxes also made from acid-free paper, and stored in storage. Once we have finished organizing your materials, we will need to refer to this catalog whenever we want to use individual materials.

Handwritten notes. I want to read it carefully, but it bothers me that I can't finish organizing it while I'm reading it.

4. Provision of use and screening ─ Fairness for everyone

The cataloged materials are available free of charge to anyone who wishes to view or copy them for educational or research purposes. The specific procedures are introduced in the "Usage Guide," so let's talk about the review of application materials here.

Usage guide

According to the museum's regulations, information that must be kept confidential is determined by the number of years that have passed since the material was created. Our staff checks each document and each page for personal information and trade secrets, and the duplicate data of the documents is processed to conceal them (masking and bagging) before being provided to users. Please note that materials that are at risk of being damaged or causing disorder cannot be used or provided.

Screening is carried out carefully and over time, in accordance with rules and precedents, and while keeping records of work, regardless of the user's individual circumstances or social status. Concealment is a completely disgusting process for users who want to see everything. It's human nature to want to flip through something if it's hidden. However, if the historical museum does not protect personal information and trade secrets, no one will want to donate materials to the historical museum. The wishes of users and the mission of archives do not necessarily match, and may even conflict, but archives must guarantee future usability more than their current use.

5. Secondary sorting ─ Conveying materials to the future

We are also conducting a secondary rearrangement of the materials that have already been cataloged and made available to the public for use. We take out the material envelopes one by one from the material boxes stored in the storage room, and then take out the materials one by one from the envelopes to check and proofread the catalog. We inspect and repair deterioration and damage, and depending on the results, the storage method may change significantly. This is because if more time has passed since the initial arrangement, changes in the technological environment may make more desirable preservation and management possible.

Secondary sorting is ideally something that should be done multiple times on all materials. On the other hand, the total amount of materials increases each time new materials are accepted, so there is no end in sight to secondary sorting. It's daunting just thinking about it, but we treat a single document or a page of paper as if it were a person's personality, and we work hard to deal with it patiently, taking into consideration each individual's condition.

Materials returned from exhibits. Inspect with multiple eyes

At the end

Up to this point, we have introduced the daily operations of the History Museum Archives Department. Even if it is a small historical statement, if there is no supporting material, the reader will not be able to tell whether it is a well-founded statement or whether it is just the writer's imagination. Rather, even if "Waseda" disappeared from the earth for some reason, I would like to confirm whether the description of "Waseda" is believable or if there is a lack of "what should have been written". In order to make these things visible or to critically re-evaluate those descriptions, it is absolutely necessary to continue preserving these materials.

Of course, the materials in the history museum's collection do not only describe Waseda. All materials include information other than "Waseda." In other words, it is a record of all the people and things that came into contact with Waseda. "Resources are the common property of all humankind'' is a phrase we often hear, but more than just a fancy way of saying it, materials are essentially the traces of various unexpected relationships. Waseda University has archives - this is an essential condition for "Short History of Waseda University.''

Materials whose contents and provenance are unknown. looks like persian letters

▼Click here for the first part

Archives available at Waseda University (Part 1)