Behind the Stacks: Supervisor Interview on Archival Practice - 27JUN2025 1000 - 1200 - Supervisor: Claudia Romero

Behind the Stacks: Supervisor Interview on Archival Practice

Jessica M. Campbell

Introduction: As a graduate student in the Archival Studies concentration within the Master of Library and Information Science (MILS) program at the University of North Texas, I am training to become a professional archivist equipped to preserve, describe, and provide access to historically significant materials. Core archival principles, such as original order, provenance, and using More Product, Less Process (MPLP) techniques, as well as user-centered description, inform every decision we make in processing collections. During my practicum at the Border Heritage Center in El Paso, Texas, I have had the opportunity to work under the guidance of Library Archivist Claudia Romero on two unique collections: the El Paso Times Clippings Collection and the Dolan Papers Collection. To deepen my understanding of professional archival decision-making, I conducted a formal interview with Ms. Romero focused on arrangement, description, preservation ethics, and researcher access. Her responses provided critical insight into how theoretical knowledge is applied in real-world archival settings.

Interview Questions and Answers:

1. When working with extensive, loosely organized collections like the El Paso Times Clippings, what strategies do you use to develop a consistent and meaningful subject arrangement?
   Mrs. Romero explained that when the original order is minimal or absent, she relies on both institutional precedent and research utility to shape the arrangement. For the El Paso Times Clippings, she noted that the decision to divide the collection into two major categories—People and Subjects—mirrors the existing structure of vertical files at the Border Heritage Center. If the clippings had arrived without these divisions, she would have still leaned toward a similar arrangement due to its logical usability for researchers and the avoidance of redundancy. She emphasized that while every collection is unique, archivists must strike a balance between intellectual clarity and practicality. Adopting a More MPLP approach is also a guiding principle in such cases: “It does no one any good to have materials if no one knows you have them.” The goal is always to get the material accessible while documenting major themes for future refinement.
2. How do you decide what level of description is appropriate when dealing with newspaper clippings versus personal papers like those in the Dolan Papers Collection?
   Mrs. Romero shared that scale, time, and the collection’s historical significance are the most critical variables. She noted that while clippings often warrant box-level descriptions, she usually employs a hybrid approach, highlighting the first and last folders in each box and summarizing major themes throughout to anchor the collection’s intellectual structure. Personal papers are more likely to contain valuable narrative layers that require detailed folder- or item-level descriptions. In the case of the Dolan Papers, she expressed appreciation for the decision to describe the materials at the folder level, given the complexity and richness of the content. While resource constraints may limit how granular an archivist can get, she stressed that incorporating biographical context and thematic notes can compensate for less detailed metadata. The ultimate goal is to make the materials both findable and meaningful.
3. What factors go into deciding whether to preserve original housing or rehouse fragile items, like those with rusted fasteners or brittle material?
   Mrs. Romero emphasized that the primary consideration is always the physical condition of the material. If the housing or fasteners pose a risk to the document's longevity, they must be removed or replaced. Metal fasteners, such as brackets and rivets, are particularly concerning because they oxidize over time, staining and weakening paper. In collections like the Dolan Papers, where many documents featured rusted elements or brittle plastic, she fully supported the removal of these materials and their replacement with acid-free folders, buffered paper, or plastic archival clips. She also stressed that when budget is a limiting factor, the bare minimum should always be acid-free folders and boxes. The original order can be preserved even as physical supports change, as long as detailed documentation accompanies the transition.
4. In collections like the Dolan Papers, how do you balance maintaining original order with the need to improve access for researchers?
   Mrs. Romero acknowledged that the original order is a foundational archival principle, but it should not come at the cost of user access or interpretive clarity. She questioned whether the Dolan Papers truly maintained original order and noted that she might have added an additional series for correspondence or legal documents to enhance usability. However, she praised the item-level description approach used in the finding aid, as it enables researchers to quickly scan relevant content. Since researchers are often constrained by time, organizing the materials to support their research questions is a practical service. She emphasized that what matters most is the level of description, not whether the arrangement is perfect. Researchers should be able to navigate the collection efficiently and derive historical context through the finding aid.
5. What is your approach when you encounter unidentified or unlabeled documents like loose photos or torn pages, especially when context is missing?
   According to Mrs. Romero, misfiled or contextless materials are an unavoidable part of archival work. Her first instinct is always to set the item aside and try to reconnect it to other parts of the collection during processing. If the item cannot be reliably identified or placed, it is filed in a “miscellaneous” or “unidentified” folder, which is still labeled and made accessible. For example, unlabeled photographs are stored within the collection but clearly marked as unknown in terms of people, dates, or context. She encourages archivists to provide as much descriptive metadata as possible, even for unidentified items, because one day a researcher might recognize something that the archivist could not. Patience and diligence are essential when handling orphaned materials, along with thorough research to verify the information.
6. How do you handle sensitive or potentially controversial content, such as language or themes in historical newspaper clippings or personal correspondence?
   Mrs. Romero stressed the importance of adapting to the times while also preserving historical authenticity. When outdated or offensive language appears in materials, she supports flagging the content with a disclaimer, such as “May contain language or imagery offensive to some viewers.” In finding aids or public interfaces, modernized terms or context may be introduced while retaining the original text within the primary sources themselves. For example, original folder titles might be adjusted for contemporary users, but the legacy language is preserved for transparency. The goal is not to erase history, but to contextualize it responsibly. Archivists must walk a fine line between access and accountability.
7. What advice do you have for processing historically significant but under-described collections, like the Dolan Papers, in a way that both honors the subject and serves modern users?
   Mrs. Romero emphasized the duty of archivists to perform due diligence. When collection creators are under-described or unknown, it is the archivist’s responsibility to research them and include biographical or historical notes wherever possible. These additions allow researchers to understand the significance of the materials and the individuals involved. Even brief biographies or notes about the donor like Mrs. L. C. Brite, in the case of the Dolan Papers, can make the collection more meaningful. She encouraged drawing connections between documents and historical themes to help users interpret what they find. Ultimately, building context is just as important as preserving content.
8. What improvements would you recommend for my performance while working with you, and what should I sustain?
   Mrs. Romero offered very positive feedback, stating that my passion, attention to detail, and willingness to ask thoughtful questions made a strong impression. She appreciated my dedication to preservation work and descriptive accuracy, particularly in challenging folders. She suggested continuing to develop confidence in decision-making and trusting my professional instincts. No specific areas for improvement were noted. She praised my consistent work ethic and curiosity and encouraged me to keep nurturing those qualities in future archival work. Her encouragement affirmed that I am on the right path in this field.

Conclusion: This interview with Mrs. Claudia Romero deepened my understanding of how archival theory translates into real-world decisions involving arrangement, preservation, and ethical description. Her emphasis on balancing researcher access with historical integrity, adapting levels of description based on available time and collection size, and preserving fragile items through archival rehousing resonated strongly with my practicum experience. I especially appreciated her nuanced approach to potentially controversial content and her affirmation that item-level or folder-level descriptions can significantly enhance access without sacrificing original order. Her thoughtful guidance and mentorship throughout this practicum have been invaluable. I will carry her insights forward as I continue my journey toward becoming a professional archivist.

Reference: 

Greene, M. A., & Meissner, D. (2005). More product, less process: Revamping traditional archival processing. The American Archivists, 68(2), 208-263. https://www2.archivists.org/sites/all/files/MPLP-AmericanArchivist-2005.pdf