Survey: Ox-Bow

Posted August 05, 2010 by Anonymous
Part 1.
Year Founded: 
Before 1950
1b. Primary activity[ies] of the organization.: 
school and residency program
1c. Organization's annual budget.: 
$750,001 - $1,000,000
1b. Primary activity[ies] of the organization.: 
Part 2.
2a. Mission Statement: 
The mission of Ox-Bow, in keeping with its history, is to sustain a haven for nurturing the creative process, through instruction, example, and community. Ox-Bow provides professional and amateur artists with life-long learning opportunities and offers accredited instruction to degree seeking students. Ox-Bow seeks to foster an appreciation of art in the surrounding community, while preserving the natural environment that has energized Ox-Bow since its founding.
Website Link to Organization's History / Organization Overview:
Part 3.
3a. Names and email addresses of Founders, Board Members, Directors or other key individuals:: 
Sarah Workneh
Part 4.
4a. Is organization currently active?: 
4b. Year activity suspended if no longer active.: 
Organization Still Active
Part 5.
5a. Type of organization at its founding.: 
5b. Type of organization currently, or at the termination of activities.: 
Non-Profit [IRS certified]
Part 6.
6a. Does the organization have an archive?: 
6b. Are there any short or long-term threats to the organization?: 
None / Not Applicable
6c. Other threats to the organization:: 
Are there other threats to your organization? Please describe below.
Part 7.
7a. How important is to the organization to preserve the organization’s historical material. From 1 – Very Important to 5 – Not Important.: 
1. Very Important
7b. Has planning for the preservation and documentation of archive begun?: 
7c. Does the organization know how and where to seek expertise and assistance?: 
7d. Does the organization have specific concerns regarding starting an archive working with its historic materials?: 
Lack of Staff
Part 8.
8a. Is the organization's archives in the collection of another institution or promised to one?: 
8a. Location: 
Much of Ox-Bow’s archives are held at the Art Institute of Chicago. The remainder are held by Ox-Bow.
8b. Archival materials are also located at:: 
Where are these locations?: 
Private Individuals (former faculty, staff, students, directors).
Part 9.
9. Does the organization maintain archives for any other organization.: 
IF YES to 9: 10a. Please describe:
Part 10a.
10a. Is the archive accessible to scholars, curators or researchers?: 
Part 10b.
10b. Are there conditions of access for scholars, curators or researchers?: 
Part 10c.
10c. How are arrangements made for access to archive?: 
Because the majority of our archives are held at the Art Institute of Chicago, the public must request access first through Ox-Bow, and then through the Art Institute of Chicago.
Part 11.
The following questions address the historical materials (type, quantity and storage) of the organization. 11a. Paper Files and Documents: 
Artist Files
Board Minutes
Exhibition or Production Files
Financial Records
Legal Documents
By-laws / Incorporation Documents
Other Paper Files
11b. Artwork and Documentation: 
Audiotapes [Any Format]
CDs / DVDs [Pre-Recorded or CD-R / CD-RW / DVD-R / etc.]
Other Digital Materials
Prints / Lithographs / Etchings / Screenprints / etc.
Unique Art Objects
Other Artwork
11c. Press and Promotional Materials: 
Announcements, Mailing Cards, etc.
Newspaper / Magazine / Media Clippings
Posters / Flyers
Other Press or Promotional Materials - Please describe below.
Course catalogs.
11d. Printed Publications: 
Artists' Publications
Checklists / Performance Programs / Price Lists
Programs of Events
Other Printed Publications
11e. Other: 
Architectural Drawings / Floor Plan
Part 12.
12. What years does the materials cover?: 
Part 13.
13a. How is the material stored?: 
Banker Boxes
Other Boxes
File Cabinets
Flat Files
Please describe: 
All materials that have been processed by the Art Institute of Chicago follow their archival standards.
13b. Are some or all of these storage units “archival”?: 
Part 14.
14a. Estimated Number of Boxes or Milk-Crate Sized Storage Units: 
81 - 90
14b. Estimated Number of Archive Drawers: 
14c. Estimated Number of Archive Notebooks: 
14d. Estimated the total Linear Feet. ["Linear Feet" is standard measure of the quantity of archival materials on the basis of shelf space occupied or the length of drawers in vertical files or the thickness of horizontally filed materials. For example, a: 
I can’t access the material to determine this
Other Archive Storage Units - Please describe below.: 
Much of the archived materials are stored at an off-site facility that Ox-Bow does not have access to directly. We request boxes to be brought to the musuem for our research purposes.
Part 15.
15. Is the historical materials - or archives - inventoried or catalogued in any way, either formally or otherwise?: 
Part 16.
16a. Is there a key, index or finding aid to the materials inventoried?: 
16b. Paper-based:: 
Written or Typewritten Inventories
16c. Electronic Based:: 
Word Processing Document [i.e. Word]
Part 16 / Electronic Files & Archival Management
16f. Does the organization have a back-up program, or back-up schedule, for its electronic records and perform monitoring of its removable media (i.e. floppies, ZIP disks, CD-ROMs, DVDs, portable hard drives, etc.)?: 
16g. Who is responsible for working with the archival material?: 
Full-Time Archivist
General Staff
Please describe: 
General staff of Ox-Bow handle all of the materials on-site. However, the materials that are stored by the Art Institute are managed by their full-time archivist.
Part 17.
17. How are new materials processed?: 
Inventory List
Part 18.
18. What, if any, conservation methods are in place for both physical materials and electronic data?: 
Controlled Access
Disaster Plan
Acid-Free Housing
Fireproof Building / Fireproof Room
Part 20.
20a. What are the goals for the historical materials for the next year?: 
We have an ongoing goal to ontinue archiving, evaluating and stabilizing our materials.
20b. What are the biggest challenges to reaching these short-term goals?: 
Staffing is the primary challenge to working on our archives.
20c. What goals are in place for the historical materials for the next three to five years?: 
We have a unique situation in that alot of our archived materials that are stored at the Art Institute of Chicago have not been adequately reevaluated. The Museum has completely inventoried and archivally stored about 10-20% of our archival materials. However, the remaining 80%-90% of materials that are stored in their facilities have not been recently evaluated by Ox-Bow staff or started in the process of stabilizing and archivally storing the materials. The Art Institute of Chicago generously stores our materials in their institution, however, does not have the staff to work on our materials.
20d. What are the biggest challenges to reaching these long term goals?: 
20e. Are there any additional goals for the organizations historic materials?: 
In most cases, it is unknown what exactly is in the majority of our archives (due to staff change over and the bulk of the materials being stored many years ago).
Part 21.
21. Estimated cost to achieve these archival goals for the next year.: 
$35,001 - $40,000
Part 22.
22. Estimated cost to achieve these archival goals for the next five years.: 
Part 23.
23d. Other - Please describe below.: 
Part of the struggle with our archives is that we have a lot of incomplete information on our history. Now that everything is digital, it seems as though very little focus is placed on establishing our own methods for archiving current materials. It is troublesome, as it seems likely that we will leave future scholars very little information on this current time period. Also, it seems like our archives are filled with a lot of mundane paperwork, so it would be interesting to have some advice on what to keep and what to throw away.
Part 24.
24. What archival issues could / should visual arts organizations address collectively in the next three to five years? Ranked from 1 (highest priority) to 5 (lowest priority).24a. Shared standards / protocols for digitization: 
Promote professional standards / protocols for digitization
Part 25.
25a. Is the organization a member of, or in contact with, any organizations concerned with archival issues?: 
25b. Who?: 
I work directly with the Archivist at the Art Institute of Chicago.
Who executed this survey.: 
Sarah Workneh
I wish to defer payment and allow AS-AP to use these funds to further AS-AP’s efforts to preserve the history of the alternative and avant-garde movement in America.
Is this survey complete and all appropriate questions answered?: