Last November, the University of Cincinnati Libraries announced the award of an Archives Grant from the National Historical Publications and Records Commission to the Libraries’ Archives and Rare Books Library (ARB). This grant supports the archival processing of records related to the lawsuit Bronson v. Board of Education of the City School District of the City of Cincinnati maintained by the local branch of the National Association for the Advancement of Colored People (NAACP) and donated to the University of Cincinnati in the 1980s.
Map of Hamilton County School Districts provided by Metropolitan Association Religious Coalition of Cincinnati, undated
Theda Bara, born Theodosia Burr Goodman on July 29, 1885 to a local Jewish family, attended the University of Cincinnati from 1906-1908 before leaving to pursue an acting career. Bara became one of the biggest stars of the silent film era making 40 films between 1914 and 1926. Her femme fatale roles earned her the nickname “The Vamp.”
This weekend’s episode of CET and ThinkTV’s “The Art Show” will feature Theda Bara and the manuscript in Archives and Rare Books. View it Saturday, May 17 at 6pm on CET or Sunday, May 18 at 5:30pm on Dayton’s ThinkTV. It will also appear on the PBS App and is currently viewable on YouTube.
Included in the episode, Chris Harter, university archivist and head of the Archives and Rare Books Library, talks about the 450-page typewritten manuscript that documents Bara’s life. It was intended to be a memoir ghostwritten in collaboration with Bara, but was never published. Holly Prochaska, preservation librarian and head of the Preservation Lab, talks about how they worked to ensure that the manuscript and letters between Bara and Harré are protected and will remain available for study and research long into the future, thus cementing Theda Bara’s legacy.
Librarians, archivists, and records managers can say “record” to one another and know it means document, catalog record, three-dimensional object, or digital file. But this wide net can confuse those who create and manage records but do not consider them central to their jobs. Ask and they may reply “What’s a record?”
At the University of Cincinnati, a record, whether it’s created, received, or managed by university employees represents an action taken to complete a task. Many documents, paper or digital, can be considered records. But not all for various reasons. Records exist in many places, from filing cabinets to the cloud. Email is a curious case, being both a record and a means for transmitting them.
Record is a ubiquitous term that casts a wide net. Any confusion is understandable. But at UC, a record can be any document, device, or item, physical or digital, regardless of its purpose. Whatever its form or the purpose it was created for or received by UC, a record serves to document the organization, functions, policies, decisions, procedures, operations, and other activities at UC.
At the same time, not every document, device, or item constitutes a record. Examples include rough notes, drafts, or copies kept for reference which do not contain information requiring preservation or duplicate information found in documents deemed official records. Because they are not considered records, they may be discarded whenever the creator or user deems it appropriate.
Those that are records can be found in many locations. Physical ones include boxes, filing cabinets, and folders. Digital locations include computers, shared drives, databases, the cloud, and email servers.
But email as both a record and a location? The answer is yes. Those considered records contain information that falls under the campus-wide General Records and Retention Schedule (GRS), which determines how long records are retained. This does not mean that all emails constitute records. These typically include meeting reminders, courtesy copies, listserv notices, drafts, or a means to transmit documents (e.g. attachments or OneDrive links). They may be deleted.
The definition of a record at UC means that it documents an activity. Not all documents and items, physical or digital, are considered records. Those deemed records can be found in many places from filing cabinets to Teams. Emails serve as both records and means for transmitting them. With this knowledge, UC faculty and staff can exercise greater confidence in knowing what records are and are not and their uses.
Last November, the University of Cincinnati Libraries announced the award of an Archives Grant from the National Historical Publications and Records Commission to the Libraries’ Archives and Rare Books Library (ARB). This grant supports the archival processing of records related to the lawsuit Bronson v. Board of Education of the City School District of the City of Cincinnati maintained by the local branch of the National Association for the Advancement of Colored People (NAACP) and donated to the University of Cincinnati in the 1980s.
Before and during Bronson v. Board, there were several local organizations working towards education desegregation. These groups included committees, religious groups and nonprofits. The Cincinnati NAACP’s records related to the lawsuit include many examples of the different ways in which these organizations worked towards desegregation as seen in Community Notices, Exhibits, Research Materials and Attorney’s Work Files series housed within the Bronson v. Board records. Listed below are some of the different organizations and their impact.
The Archives & Rare Books Library is pleased to serve the University of Cincinnati with instruction in records management. With a student population of 53,000 and 12,000 employees, lots of records are created, received, managed, and destroyed or transferred at UC every day. The instruction gives employees the skills and knowledge to confidently manage records under their oversight. But what can they expect from instruction?
It starts with defining what a record is: any document, device, or item – physical or digital – that’s created by or received by UC to perform an action. That’s a broad definition but necessary with the many kinds of records on campus. At the same time, it’s just as important to know what is not a record: rough notes or drafts of official documents.
With these definitions, employees can better understand their responsibilities, starting with the four reasons for records management at UC: 1. Minimizing legal risk; 2. Reducing physical and digital storage costs; 3. Increasing administrative efficiency; 4. Preserving UC history. These help employees learn to create or receive records only as necessary to do their jobs and help others. But what about keeping or discarding records?
That involves the records retention schedules. They are a huge part of records management, determining how long records are kept. Most records at UC fall under the General Records Schedule. The GRS governs common business, administrative, and education records. Most areas of UC use the GRS. Yet some units have highly specialized records and therefore use unique retention schedules. Training helps employees understand and navigate both.
With staff understanding what records are, their responsibilities, and the retention schedules, they are ready to learn about destruction and transfer of records. Some records lose their usefulness with time and require destruction. But any destruction is documented on a form. Other records retain their usefulness and are transferred to University Archives.
To learn more about records management at UC, please contact the Records Manager to schedule a training for your unit (kirkwojp@ucmail.uc.edu or 513-556-1958. Training typically lasts one hour with a presentation and Q&A after. Specialized topics require more notice and preparation.
Last November, the University of Cincinnati Libraries announced the award of an Archives Grant from the National Historical Publications and Records Commission to the Libraries’ Archives and Rare Books Library (ARB). This grant supports the archival processing of records related to the lawsuit Bronson v. Board of Education of the City School District of the City of Cincinnati maintained by the local branch of the National Association for the Advancement of Colored People (NAACP) and donated to the University of Cincinnati in the 1980s.
Read Source, the online newsletter, to learn about the news, events, people and happenings in UC Libraries.
In this issue of Source, Liz Kiscaden, dean and university librarian, writes about how UC Libraries is taking advantage of funding opportunities to Invest in Strategic Priorities. The Archives and Rare Books Library announces receipt of a national grant to process historic Cincinnati schools desegregation case records.The Carl Solway Gallery Archive in the Robert A. Deshon and Karl J. Schlachter Library for Design, Architecture, Art and Planning (DAAP) Library is featured. Ted Baldwin, head of the Sciences Libraries, writes about how the razing of the iconic Crosley Tower will necessitate the move of the current Chemistry-Biology Library space to Braunstein Hall where it will merge with the Geology-Mathematics-Physics Library to become the Science Library opening fall semester.
Read these articles, as well as past issues, on the website. To receive Source via e-mail, contact melissa.norris@uc.edu to be added to the mailing list.
Before social media, even before xerox-copied zines and flyers, marginalized communities used simple copying techniques- hectography (gelatin printing) mimeography (stencil printing) and spirit duplication (alcohol transfers, also known as “ditto”)- to make their voices heard. From political activists struggling for independence in India to the early gay rights activists in New York City, and from the dissident writers of Samizdat (self publishing) in the Soviet Union to the striking migrant farm workers of Southern California, these analog copiers were used to spread the word through words and pictures in the 20th century.
Each year, librarian, zinester and lover of “arcane technologies” Rich Dana sets out across the US on a series of in-person workshops to demonstrate these low-cost techniques and how contemporary artists and writers can use them to publish editions of zines, chapbooks, prints, and flyers. The Archives and Rare Books Library and the Elliston Poetry Room are sponsoring Rich’s Cincinnati stop of his Obsolete Roadshow series on April 7, 2025.
Rich will present a hands-on workshop for UC students in the morning (sign up online or via the QR code below; space is limited to 25). In the afternoon, the public is invited to hear Rich talk about the history and use of the technologies and receive a hands-on experience, as well.
Both events will take place in the Elliston Poetry Room (Langsam Library 646). Come join us and get some ink on your hands!
Last November, the University of Cincinnati Libraries announced the award of an Archives Grant from the National Historical Publications and Records Commission to the Libraries’ Archives and Rare Books Library (ARB). This grant supports the archival processing of records related to the lawsuit Bronson v. Board of Education of the City School District of the City of Cincinnati maintained by the local branch of the National Association for the Advancement of Colored People (NAACP) and donated to the University of Cincinnati in the 1980s.
All achievements and accomplishments of the witnesses listed are current as of 1979, the year that the witnesses began giving depositions.
Our final spotlight of Black History Month is a well-known figure in Cincinnati’s history of civil rights and activism, Marian Spencer. Born in Gallipolis, Ohio in 1920, Marian Alexander was a graduate of Gallia Academy and went on to study English literature at the University of Cincinnati. During her time at the university, she was involved in campus life and was an active member of Alpha Kappa Alpha Sorority. While here, she also met her husband, Donald Spencer. After college, the couple settled down and had two sons, Donald and Edward.
Spencer’s sons were actually what sparked her passion for civil rights and equality. When the boys were young, they wanted to go to an event at Coney Island Amusement Park but were disappointed when they showed up and were escorted out because it was a segregated event. Spencer, along with 28 other witnesses filed a lawsuit and won the case to desegregate the park.
Following this event, Spencer dedicated herself to fighting for civil rights and equality in the Cincinnati area. She spent time as the NAACP Cincinnati Chapter president, served on Cincinnati’s City Council and was a representative of Ohio’s Democratic Party at a national level. Even more than this, Spencer was passionate about equality in education and played a pivotal role in the 1974 Bronson case, which was a catalyst in desegregating Cincinnati Public Schools. Other organizations Spencer worked with include Housing Opportunities Made Equal, Planned Parenthood, Cincinnati Human Services Task Force and the U.S. Civil Rights Commission Ohio Advisory Board.
You might recognize Marian Spencer’s name by the street that’s named after her downtown, the dormitory that’s named after her or perhaps by her well-known scholarship here at UC. To learn more about Marian Spencer’s life and work, visit the digital exhibit:
