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Policy Statement


Completed 25 January 2000

Outline

I. General Statement
II. Mission Statement
III. Goals
IV. Management Responsibility and Reference Services
V. Level of Collection Intensity
VI. Types of Materials Included in the Collection
VII. Types of Materials Excluded from the Collection
VIII. Selection, Acquisition, and Procesing of Materials
IX. Donating to the Collection
X. Gifts
XI. Exchange
XII. Duplicates
XIII. Education
XIV. Publishing
XV. Outreach
XVI. Fundraising
XVII. Policy Review


Germans from Russia Heritage Collection Policy Statement

I. General Statement

"The Germans from Russia Heritage Collection" (GRHC) was established at the North Dakota Institute for Regional Studies in the NDSU Library in July 1978 when the Germans from Russia Heritage Society (GRHS) in Bismarck, N.D., named the Institute as the official repository for its records. The late Dr. Karl Stumpp of Germany, Honorary President of GRHS, visited the NDSU Libraries and donated materials forming the foundation of the Germans from Russia Heritage Collection.

The Collection was established to gather and preserve publications, photographs, maps, audio-visual materials, oral histories, and other materials documenting the history and culture of the Germans from Russia in North Dakota and the Northern Plains. The Collection was also established to help ensure the preservation of the Germans from Russia Heritage Society's records.

The Germans from Russia Heritage Collection supports the mission statement of the Institute for Regional Studies, North Dakota State University: "The mission of the Intitute for Regional Studies is to foster understanding of regional life through research on, teaching about, and service to those regions with particular importance to North Dakota State University. These regions include the Red River Valley, the state of North Dakota, the plains of North America (comprising both the Great Plains of the United States and the prairie of Canada), and comparable regions of other continents. In keeping with the land-grant university tradition, the Institute seeks not only knowledge but also appreciation".*

*Institute for Regional Studies, North Dakota State University, Fargo, North Dakota.

Since 1978, the Collection has increased in scope and priorities:

1) To encourage scholarly knowledge through new research and discoveries,

2) To develop further information and documentation with greater public accessibility via technology, and

3) To enhance interpretation of both common and distinctive cultural experiences.

Formats include books, journals, manuscripts, newspapers, photographs, microfilm, theses, dissertations, oral history tapes and transcriptions, electronic archives, maps, cassette tapes, videotapes, and phonograph records.

The Collection constitutes a scholarly resource of materials on the Germans from Russia, particularly concentrating on Bessarabian Germans, Black Sea Germans, Crimean Germans, Dobrudscha Germans, and Volhynian Germans. The Germans from Russia Heritage Collection is recognized regionally, nationally and internationally as one of the primary research collections in the world.

In addition to primary materials on North American experiences impacted by immigration, settlement, emigration, and assimilation, research resources are being gathered to further document the South Russian experience of 1760 to 1945. This includes historical archives records, existence of historic village sites, and ethnic German re-settlement policies of the 1990s.

In recent years, the Collection has expanded its activities and projects to include outreach programs, videotape documentaries, traveling exhibits, heritage tours to Germany and Ukraine, photo archives, publications, translations, preserving textiles and clothing, oral histories, electronic discussion groups, and website development.

Available to anyone interested in researching the heritage, culture, and folklore about the Germans from Russia, the Collection is located at the Main Library. We invite inquiries about the Collection. The Collection does not circulate on interlibrary loan.

II. Mission Statement

To collect, document, preserve, exhibit, translate, publish, promote, and make accessible resources on the culture, history, folklore, textiles and clothing, and foodways of the Germans from Russia. Our focus is on Bessarabian, Black Sea, Crimean, Dobrudscha and Volhynian Germans and their descendents in North Dakota and the Northern Plains.

III. Goals

1. To collect publications and archival materials documenting the heritage and culture of the Germans from Russia, especially those in North Dakota and the Northern Plains.

2. To organize these materials for preservation and make them accessible in various information formats.

3. To develop bibliographic resources in print and electronic formats as finding aids for easy access to the Collection.

4. To provide research assistance in the use of the Collection in person and via the Internet.

5. To encourage on-site and electronic use of the resources by the campus community, alumni, scholars, and researchers at the North Dakota State University Libraries.

6.To develop state, regional, national, and international access to bibliographic resources, books reviews, folkways, and foodways via the website of the Collection.

7. To cooperate with the Germans from Russia Heritage Society (Bismarck, North Dakota), American Historical Society of Germans from Russia (Lincoln, Nebraska), Mennonite Heritage Centre (Winnipeg, Manitoba), Landsmannschaft der Deutschen aus Russland (Stuttgart, Germany), Heimatmuseum der Deutschen aus Bessarabien and Bessarabiendeutscher Verein e.V (Stuttgart, Germany), and other organizations in mutually determined and beneficial endeavors.

IV. Management Responsibility and Reference Services

Responsibility for the Germans from Russia Collection rests with the Director and Bibliographer who reports to the Dean of Libraries.

V. Collection Intensity

The acquisition of material for the Collection will be at the Research Level. "The North Dakota State University Libraries Collection Management Policy" defines this level as:

"A collection which includes the major source materials required for dissertations and independent research, including materials containing research reports, new findings, scientific experimental results, and other information useful to researchers. It also includes all important reference works and a wide selection of specialized monographs, as well as a very extensive collection of journals and major indexing and abstracting services in the field." *

*Taken from the "Collection Development Policy, North Dakota State University Libraries", Fargo, ND, May, 1999.

VI. Types of Materials Included in the Collection

1. Published works which focus on the Germans from Russia. These works include bibliographic, monograph, and serial publications in the English, German, and Russian languages provided by the Germans from Russia Heritage Society, American Historical Society of Germans from Russia, Mennonite Heritage Centre, Bessarabiendeutscher Verein e.V, Heimatmuseum der Deutschen aus Bessarabien, and other sources.

2. Family histories which have a direct connection to North Dakota families. Published histories are collected of Germans from Russia families with ethnic ties to North Dakota, including Bessarabian, Black Sea, Crimean, Dobrudscha, and Volhynian German families. Other family histories are selected that relate to emigration patterns in North America of the Germans from Russia.

3. The early archival records of the Germans from Russia Heritage Society.

4. German-language newspapers published in the Dakotas and Northern Plains which deal with the Germans from Russia and are available on microfilm.

5. Photographs (negatives, slides, color and black and white photographs, and color laser prints) and video documenting the history and culture of the Germans from Russia in North Dakota.

6. Photographs (negatives, slides, color and black and white photographs, and color laser prints) and video documenting historic villages in Russia (primarily Bessarabia, Black Sea, Crimea, Dobrudscha, and Volhynia) will be acquired, when available.

7. Video documentaries through production partnership with Prairie Public Broadcasting, Inc., Fargo.

8. Sound recordings (audio-visual, phonograph, cassettes, and video) performed by individuals or groups primarily in North Dakota or South Dakota.

9. Personal papers of archival value documenting the Germans from Russia.

10. Oral history tapes with written transcriptions of archival value documenting the Germans from Russia.

11. Plat maps of historic German villages, maps of South Russia and Bessarabia, and related gazetteer and atlas materials.

12. Published pictorial formats of baptismal (Taufschein) and confirmation (Taufshein) certificates, wedding (Hochzeit) certificates, and records of related rites of passage.

13. Cookbooks which reflect Germans from Russia food traditions.

14. Textiles and clothing which are culturally significant to the Germans from Russia. These items are housed and preserved in the Emily P. Reynolds Historic Costume Collection, NDSU. An agreement between the Collections is on file.

15. Selected artifacts deemed of special cultural significance in domestic, ritual, and distinctive arts contexts. They will be housed in the room for the Germans from Russia Heritage Collection.

16. General historical works on the Hutterites and Mennonites.

Note: The Institute's general publication collection includes general historical works on North Dakota, North Dakota county and community histories, and North Dakota church histories.

VII. Type of Materials Excluded from the Collection

1. Church vital records, synodical proceedings, religious tracts and similar records.

2. Publications on the Amish Germans.

3. Artifacts not deemed of special cultural signifiance. Offers of such artifacts will be referred to the State Historical Society of North Dakota, Germans from Russia Heritage Society, or other groups as appropriate.

VIII. Selection, Acquisition, and Processing of Materials

The Germans from Russia Bibliographer has the primary responsibility for pursuing a systematic and continuous acquisition program for the collection. However, the Bibliographer will work closely with the University Archivist in the acquisition of archival collections that will be administered by the NDSU Archives.

The primary selection tools will be the publications of the American Historical Society of Germans from Russia, Germans from Russia Heritage Society, Bessarabiendeutscher Verein e.V, and the Heimatmuseum der Bessarabiendeutschen. Also, suggestions will be encouraged from other interested persons, both on and off campus.

The approval of the acquisition of material will be made by the Germans from Russia Bibliographer.

All orders will be processed by the Technical Services Department. Print publications will be cataloged, processed, and housed as part of the Germans from Russia Heritage Collection.

Payment for materials will normally be made from the special German-Russian library fund #1921.

IX. Donating to the Collection

The Germans from Russia Heritage Collection is used by persons preparing scholarly articles and books, visual presentations, community and family histories, documentary work, and student research projects. Many use the materials simply for personal pleasure.

To assist such patrons, the Germans from Russia Heritage Collection especially wishes to collect and preserve primary documents such as family histories, diaries, scrapbooks, oral interview tapes, videotapes, and letters, as well as historical sound recordings, photographs, maps, textiles and clothing, and selected artifacts.

At the Institute for Regional Studies website, the following statement emphasizes the challenge that any patron or collection faces: "For all the valuable, and in some cases, irreplaceable records which have been collected, many more remain to be preserved, studied, and eventually made available to other interested scholars. Unfortunately, these priceless materials have many times been allowed to disintegrate in dusty attics or damp basements because their historical value was not known by the individual, family, or community. Only when such resources are accessible to other citizens of the region can the contributions of an individual or organization be properly assessed in the context of history."

For the Collection to grow and preserve the heritage of the Germans from Russia, support and participation will be needed from all those interested. Thus, we welcome donations of such primary materials. But we also welcome monetary donations to continue purchasing materials for the Collection and to pursue significant activities such as the oral history project, translations, publishing, photo preservation, textile preservation, and exhibits.

X. Gifts

The Germans from Russia Heritage Collection subscribes to the NDSU Libraries policy on gifts as quoted below:

"The NDSU Libraries looks upon gifts and donations as an important part of the acquisitions program. The Library encourages gifts of money and of books and other publications. All gifts are subject to the following stipulations:

1. Gifts must meet the same evaluative criteria as materials which are purchased.

2. The Library will not accept gifts subject to conditions regarding their disposition, location or use.

3. Gifts of money may be designated for purchase of materials by format, literary form, subject, or period.

4. The Library is free to dispose of any unneeded materials.

5. Once accepted, gifts become the property of the Library and may not be reclaimed by the donor.

6. The Library will not appraise gifts for tax or inheritance purposes. The Library may, however, assist the donor in locating appraisal sources, if readily available."

Refer also to "Donating Gifts to NDSU Libraries" at: http://library.ndsu.edu/collections/gifts.html.

All monetary gifts are deposited in the Germans from Russia library fund #1921. Expenditures are authorized by the Germans from Russia Bibliographer.

XI. Exchange

The Germans from Russia Heritage Collection will enter into exchange agreements with other institutions, when the publications to be received on exchange meet the criteria of this policy.

Such groups with which exchanges have been made for Germans from Russia materials include:

American Historical Society of Germans from Russia (Lincoln, NE)
Family History Center (Salt Lake City, UT)
Germans from Russia Heritage Society (Bismarck, ND)
Glückstal Colonies Research Association (Redondo Beach, CA)
Heimatmuseum der Deutschen aus Bessarabien (Stuttgart, Germany)
Institut für Auslandsbeziehungen (Stuttgart, Germany)
Landsmannschaft der Deutschen aus Russland (Stuttgart, Germany)
Mennonite Heritage Centre (Winnipeg, MB)
State Archives (Odessa, Ukraine)
State Historical Society of North Dakota (Bismarck, ND).

XII. Duplicates

Duplicate copies of published materials will be acquired only occasionally, based on heavy, continuous use or on anticipated demand. All recommendations for such duplicate copies will be referred to the Bibliographer of GRHC.

XIII. Education

1. Offer state, regional, and international educational heritage tours to interested public.

2. Publish bibliographic resources, memoirs, research materials, and teacher's guides.

3. Partner with Prairie Public Broadcasting, Fargo, in the production of educational videotape documentaries and teacher's guides.

4. Continue development of the Collection's website as an educational resource for classroom use and personal research.

XIV. Publishing

1. Review and publish bibliographies, theses, manuscripts, memoirs, and other works relating to the Germans from Russia.

2. Cooperate with the Glückstal Colonies Research Association (GCRA) to publish manuscripts, and other works with desk-top publishing prepared by members of GCRA.

3. Cooperate with individuals or families who are generating manuscripts that relate to the Germans from Russia for publication by the Collection. The funding for such a publication would be a private donation to the Collection.

XV. Outreach

1. Electronic discussion groups sharing information on activitives and promotions.

2. Traveling exhibits to visually inform and educate the viewing public about both common and distinctive identities within the Germans from Russia experience.

3. Cooperate with the Museum Division of the State Historical Society of North Dakota, Bismarck, in the development of traveling exhibits relating to the Germans from Russia.

4. Public events, including participation at community centennials and family reunions in North Dakota and South Dakota with Germans from Russia heritage, and Arizona winter events.

5. Sponsorship and grants in cooperation with the Germans from Russia Cultural Preservation Foundation, Fargo.

XVI. Fundraising

1. The Germans from Russia Bibliographer works closely with the Dean of Libraries and the Development Foundation concerning the "Marie Rudel Portner Germans from Russia Endowment". The annual income from the Endowment has been established to provide additional funds for staff and on-going activities. Other future endowments for the Collection will be handled in a similar manner.

2. Work closely with the NDSU Libraries, the NDSU Alumni Association, and NDSU Development Foundation to coordinate endowments and fundraising activities for the Collection.

3. Develop friends for the NDSU Libraries and the Germans from Russia Heritage Collection who will become financial donors to support the programs.

4. Promote and sell significant heritage publications from other publishers to make these titles available and to generate additional income to support the programs of the Collection.

5. To publish, promote, and sell books and maps published by the Germans from Russia Heritage Collection as additional income to support the programs.

XVII. Policy Review

This policy will be reviewed for needed changes as required by the Dean of Libraries.

Approved by Dr. Richard Bovard, Interim Director of Libraries, and Michael M. Miller, Germans from Russia Bibliographer, North Dakota State University Libraries, Fargo, North Dakota.


Completed: 25 January 2000

Permission to use any images from the GRHC website may be requested by contacting Michael M. Miller
North Dakota State University Libraries
Germans from Russia Heritage Collection
Libraries
NDSU Dept #2080
PO Box 6050
Fargo, ND 58108-6050
Tel: 701-231-8416
Fax: 701-231-6128
Last Updated:
Director: Michael M. Miller
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