It all began with the newsletter of the Association of Church Archivists, Ireland May 2008. Among the enclosures was a brochure from NUI Maynooth with information on a new degree course on Historical Archives which was to be introduced in September. This new programme aimed to ‘educate students to the principles, attitudes and skills that underpin the professional management of historical archives’[1]. It was particularly geared to the ‘sole operator’ who is entrusted with the care of archives in voluntary societies, religious institutions, historic houses and other small-scale but important settings. It was to be a two year, part-time course; Thursday 6 – 8 pm and all day Friday. It was divided into different modules.

What really interested me was the module, ‘Artefact As Historical Records’. This module was intended to provide a sound theoretical and practical basis for the safe stewardship of artefacts and other material sources which typically feature among the holdings of the smaller archive under the care of a single operator. ‘At the end of this module the student would have the knowledge of how to ensure appropriate conservation and documentation; practice in the principles of good exhibition preparation; ability to present items in ways appropriate for different audiences.’ At the time I was working in the Provincial Heritage, Charleville, doing the best I could but really without any professional knowledge to guide me, inspired only by a great love for the subject. I felt that I needed a more informed approach, that it was an area where damage could be done quite unintentionally by an enthusiastic amateur. I felt this course was designed for me!

And so I found myself in Maynooth in September sitting at my first lecture. This was a new field for me. I knew absolutely nothing about archival science. I could not name a single book on the subject. I knew nothing of its history. I can still remember the little tingle of excitement as the lecture began. A whole new field of learning was about to be revealed to me. There were thirteen in the class, nine religious Sisters and four younger females. Four of us were Mercy Sisters, one from each of the provinces.

As days turned into weeks and weeks turned into months we became more and more immersed in the subject. We learned that archives are unique, irreplaceable original ‘documents’. Archivists manage records in a physical sense by developing and implementing storage and retrieval systems. They also ‘manage’ records in an intellectual sense, by researching and providing details about the provenance and context of the records’ creation – establishing who, why, how, when and where were these records created. What relationship do the records have with other records? What relationship was there between the agency, or person creating them with any other agency or person? How do these records fit into a broader social context?[2] When studying key skills for archivists we visited other archives to further our exposure to the work of different archival services and to learn from best practice. The first archives we visited was Mercy Congregational Archives, Dublin!

Each module was assessed through the completion of an assignment. At the end of year two we presented a minor thesis where we compiled a searchable catalogue (hard copy) to professional standards (ISAD(G) designed and constructed from first principles on a collection which was approved by the Department of History, Maynooth. It was preceded by a substantial critical commentary including bibliography, reference notes, applying throughout the required stylistic conventions. The subject of my thesis was an examination of the records in Charleville Archives, 1836 – 1936. We graduated in August 2010.

Provincial Heritage Centre, Charleville

Now that the study was over the real challenge began back in our own centres! I no longer worked in the Provincial Heritage Centre, Charleville. I was now in the Provincial Archive, Bishop Street, Cork. The Provincial Archive holds the records generated by the Provincial Leadership Teams and the interim records of the diocesan generalates that preceded them. Other holdings come from houses which have closed down or ministries which have terminated. As everything cannot be kept and space is at a premium, the decision has to be made on what to keep, which items are of continuing value. The course has helped me to be more confident in making these decisions though it is always better to err on the side of caution! Archival material is transferred to the Congregational Archives in accordance with the retention schedules. At present the archival policies are in the processes of being renewed. I process archival enquiries which usually come from relatives of deceased Sisters, or research enquiries. I also collect and collate the annals and the obituaries from the Province and send them to the Congregational Archives for printing. The annals are one of the most valuable sources of historical information available to succeeding generations of Sisters of Mercy and to historians.[3] Would that we would take them seriously…

Nowadays it is important to know the legislation governing archives and records: The National Archives Act 1986; Local Government Acts 1994, 2001; the Heritage Act 1995; Data Protection Acts 1988, 2003, the Freedom of Information Act 1998, 2003, Copyright legislation and fair dealing. The course introduced me to this legislation.

Working in the archives is really taking part in the preservation of our wonderful heritage. I regard it as sacred work which gives me insight into the early history of the Congregation and the lives of the Sisters who have gone before me and I never cease to be inspired by their dedication, single-mindedness, resourcefulness, and great love for the poor.

“History is made with documents. Documents are the imprints left of the thoughts and the deeds of the men of former times. For nothing can take the place of documents. No documents, no history.”

Charles Seignobos, Histoire de la civilisation contemporaine (1920).
Translated by Eamon de Valera in a letter from prison to Kathleen O’Connell, his personal secretary, 2nd February 1924, enjoining her to safeguard his papers.[4]

 

Dora Lynch rsm
Southern Province

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1   Postgraduate Handbook, 2008-2009, Department of History, NUIM p.20.
2   Rowena Loo, Kim Eberhard & Jackie Bettington, ‘what are archives & archival programs?’ in Jackie Bettington, Kim Ederhard, Rowena Loo and Clive Smith (eds), Keeping archives (3rd ed., Canberra, 2008), p.15.
3   Marianne Cosgrave, Story of Congregational Archives  (http://www.sistersofmercy.ie/_uploads/documents/congregational_archives.pdf ) (14 May 2008)
4   www.ucd.ie/archives