– by Mary Hanes, Archives intern
The records generated by organizations provide important evidence about the organization’s history and function. In January of 2016, I started to process the College of Physicians of Philadelphia Office of the Executive Director records. The Director oversees the everyday governance and administration of the College. This includes overseeing the budget, strategic planning, special projects, and creating and maintaining relationships with other institutions. With so many responsibilities, the office generates a considerable amount of documentation, from correspondence to meeting minutes. The scope of my project includes processing boxes the Library received from the Office of the Executive Director and arranging them to better document the office’s administrative activities and governance duties.
Because the Executive Director’s Office produces so many files, the office keeps active records and sends the inactive files in boxes to the Library. Boxes arrive with varying levels of organization. Recently, the executive assistant to the current CEO requested minutes from a specific committee meeting. Although the material was located, it became clear that the collection needed processing to make it more accessible for current staff and future external researchers.