Survey: Weston Art Gallery

Posted August 05, 2010 by Anonymous
Part 1.
Year Founded: 
1c. Organization's annual budget.: 
$100,001 - $250,000
1b. Primary activity[ies] of the organization.: 
Exhibition Space
Part 2.
2a. Mission Statement: 
The Weston Art Gallery’s mission is to present and support the visual arts of the tri-state region through exhibitions and special programs. Its objectives are to foster an awareness and appreciation of the visual arts among area residents; encourage and support the development of emerging and professional artists of the area; provide a premier downtown exhibition venue; and cooperate in presenting touring exhibitions.
2b. Organization History / Organizational Overview. Index of important events in organization's history.: 
Since opening in 1995, the Cincinnati Arts Association’s Alice F. and Harris K. Weston Art Gallery has established a reputation for innovative programming, award-winning publications and museum-quality exhibitions on the atrium and lower level of a premier 3,500 square foot art space in the Aronoff Center for the Arts. A catalyst for, and integral member of, the Cincinnati arts community, the Weston Art Gallery is the staging ground for the most intriguing visual art of the region. With artist projects, collaborations, site-specific installations and new commissions, twelve exhibitions are programmed annually that showcase the diversity of artistic talent in mediums such as painting, sculpture, textiles, prints, photography, electronic media, artist projects, independent film, and site-specific installations.
2c. Exhibition / Programming / Publishing History.: 
Among its many achievements, the gallery counts more than 106 exhibitions, performances, workshops and screenings involving approximately 707 artists, performers, designers and curators presented in its ten-year history. Its diverse programming has reached more than 265,000 people of all ages and backgrounds.
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 Year activity suspended if no longer active.: 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.: 
Non-Profit [IRS certified]
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.
My main concern is that the archives are not fully appreciated and that future staff will not continue my work due to all of the reasons listed above.
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?: 
Our archive is already in place
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?: 
Other Concerns - Please describe below.
Part 8.
8a. Is the organization's archives in the collection of another institution or promised to one?: 
8a. Location: 
I have had informal discussions with the Cincinnati Public Library regarding the future of our archives.
8b. Archival materials are also located at:: 
Where are these locations?: 
Where are these locations? [I.E. Home / Office of Private Individual(s) (i.e. Former Board, Staff, Funders, etc)]
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?: 
The interest in using our archives has so far been low but I expect it to grow over time. Currently, any interested individuals would have to schedule an appt. to review materials in my presence. However, we are in the process of creating some electronic versions of archive materials that would be accessible to anyone via our Web site.
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]
Oral History, Recordings and / or Transcripts
Other Audio Recordings (i.e. records, etc.)
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. Please describe below.
We have small works (primarily on paper) scattered throughout the artist files and in the show books. This is a small number of items. They were left behind or given to the gallery staff as gifts.
11c. Press and Promotional Materials: 
Announcements, Mailing Cards, etc.
Newspaper / Magazine / Media Clippings
Posters / Flyers
Other Press or Promotional Materials:
11d. Printed Publications: 
Artists' Publications
Broadsides / Small Press
Commercially Published Materials
Checklists / Performance Programs / Price Lists
Programs of Events
Other Printed Publications - Please describe below.
Books, exhibition catalogues.
11e. Other: 
Architectural Drawings / Floor Plan
Layouts / Sketches / Instructions for Installations
Layouts / Sketches / Instructions for Performances
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
Three-Ring Binders
13b. Are some or all of these storage units “archival”?: 
I don’t know
Part 14.
14a. Estimated Number of Boxes or Milk-Crate Sized Storage Units: 
41 - 50
14b. Estimated Number of Archive Drawers: 
11 - 20
14c. Estimated Number of Archive Notebooks: 
151 - 200
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: 
61 - 70
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:: 
Card File
16c. Electronic Based:: 
Spreadsheet [i.e. Excel]
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?: 
General Staff
Please describe: 
Assistant Director initiated and manages archive with Gallery Assistant and occasional intern for special projects.
Part 17.
17. How are new materials processed?: 
Manual System (Card File, File Folders)
Inventory List
Electronic (Database, etc.)
Part 18.
18. What, if any, conservation methods are in place for both physical materials and electronic data?: 
Controlled Access
None or Limited
Part 20.
20a. What are the goals for the historical materials for the next year?: 
create electronic inventory of media holdings accessible via our Web site
20b. What are the biggest challenges to reaching these short-term goals?: 
establishing the importance of the archives to the gallery director; designating appropriate space
20c. What goals are in place for the historical materials for the next three to five years?: 
continue to increase the sophistication of our collection, research and storage methods
20d. What are the biggest challenges to reaching these long term goals?: 
20e. Are there any additional goals for the organizations historic materials?: 
I would like students and researchers to be aware of our collection.
Part 21.
21. Estimated cost to achieve these archival goals for the next year.: 
$1,001 - $2,000
Part 22.
22. Estimated cost to achieve these archival goals for the next five years.: 
$5,001 - $7,500
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?: 
Part 26.
26. Additional information, comments, observations, and questions.: 
This is a very timely survey as we have just celebrated our 11th season. Our archives are growing but still manageable -- small enough that we can implement system-wide revisions if necessary, yet large enough that we have significant material of interest. Which is why I am increasingly concerned about shoring up our processes now. If I were to leave, I’m not sure that collecting and maintenance would continue because there is not a wide enough appreciation of the necessity of archives. My hope is to establish good practices now to protect our holdings.
Weston Art Gallery
Who executed this survey.: 
Kelly O’Donnell, Assistant Director
Is this survey complete and all appropriate questions answered?: