The document provides guidelines for organizing and maintaining the repository of the Blue Star Contemporary Art Museum. It includes an introduction, statement of purpose describing the collection, and history of the museum. It outlines the intellectual and physical organization of materials, including labeling and databases. It also includes checklists for adding and removing items from the collection. The document establishes the museum's records and resources management program and retention policy to systematically organize and dispose of materials based on operational and legal needs.

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Repository Guide
Blue Star Contemporary Art Museum
Created By: Shelby M Rocca7/15/2015
Table of Contents
Introduction/Getting Started 2
Statement of Purpose/Brief Description of Collection 2
Agency History for Context 2
Mission Statement 2
Organizational History 2
Past to Present Executive Directors 3
Processing and Arrangement 3
Intellectual Organization 3
Title of Folders 5
Physical Organization 5
Binder and Catalog Physical Organization 5
Box Labels 6
A Note on Dates 6
Checklist to Add to Collection 6
Checklist to Remove from Collection 8
Explanation of Database 8
Inventory Database 8
Archive Database 9
Records and Resources Management Program 9
Records and Resources Program Policy 10
Resources Defined By Department 11
Important Forms 13
“File Out” Cards 13
Map of Physical Locations TBA

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Introduction/Getting Started
Welcome to Blue Star’s Repository! This Manual should help you navigate working
within the Repository as well as using the Repository as a Reference. Although, before
anything, it is important to acquaint yourself with this Manual; it contains everything
needed to successfully organize and use the Repository. It is also important to
understand where the collection came from, what it holds, and how it is arranged to
organize information effectively within the Repository. Try to understand the creator’s
own arrangement, which can communicate a lot about the Records themselves and
assist in reorganizing the Records and Resources into the new Intellectual and Physical
Organizational Systems.
Statement of Purpose/BriefDescriptionof Collection
The Blue Star Contemporary Art Museum’s Repository serves as the organization’s
permanent memory by preserving and making available documents relating to the
Museum’s Exhibitions such as personal papers of curators and directors and the
physical products of employees’ work such as administrative files, departmental papers,
Grant-related information, and correspondences. Holdings also include Records and
Resources relevant to the Museum’s history such as minutes, committee reports, press
releases, exhibit and historic photographs, etc. and papers of individuals related to
Museum interests, such as Executive Directors, Donors, Sponsors, Board Members,
Patrons, and Members. The Repository processes and arranges Records and
Resources so that they are accessible to the Museum’s staff and affiliates. The Museum
Repository provides necessary research support in order to enrich and enhance Blue
Star’s curatorial and educational missions.
Agency History for Context
To understand fully the information/material you are working with, it is important to know
the history of the organization such as past Executive Directors. Below is a collection of
information that should help clarify the material.
Mission Statement
To inspire the creative genius in us all by nurturing artists in an innovative contemporary
art museum.
Organizational History
Blue Star is a non-profit, artist run, non-collecting contemporary art museum.
Blue Star was born out of a grassroots response to a San Antonio Museum of Art’s
cancellation of the first exhibition of contemporary local art in 1986. The organizers were
offered a space in an empty, 11,000 ft. warehouse along the San Antonio River. The
success of the exhibition led to a permanent home and the development of what would
become the Blue Star Arts Complex.

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Origins started with six founding board members who wrote the by-laws mandating that
the organization be artist run and that a majority of the board be exhibiting artists.
Blue Star Contemporary Art Museum was previously known and created as Blue Star
Art Space or Contemporary Art for San Antonio alongside its “fraternal twin,”
Contemporary Art Month.
The MOSAIC Program was previously known as Askew before Blue Star acquired the
program in 2007.
Blue Star also promotes an international exchange of ideas and artists, and has
partnered with organizations in Iceland, Japan, and Germany. Blue Star now sends four
San Antonio-based artists annually to Künstlerhaus Bethanien in Berlin for residencies
to promote professional growth and international networking opportunities. Upon their
return to San Antonio, the artists share new bodies of work created during and inspired
by their residencies through a group exhibition at Blue Star.
Past to Present Executive Directors
Originally run by volunteers until November 1988 when Jeffrey Moore became the first
Executive Director of Blue Star.
Carla Stellweg (1997-2001)
Bill Fitzgibbons (2002-2013)
Steven Evans (interim; 2013-2014)
Mary Heathcott (2014-present)
Processing and Arrangement
Before you begin processing and physically arranging items, it is important to
understand the Physical and Intellectual Organization already in place including how to
label items, add to the already existing collection, or remove from the collection.
Intellectual Organization
Each Item entering the Repository is assigned an Intellectual Identification number
based on the following outline. Ex. A Publication containing a review of one of Blue
Star’s Exhibitions is assigned the number 3.2.1 where 3 represents “Public
Relations/Engagement”, 2 represents “Publications and Advertising”, and 1 references
the order in which the item was processed.
I. General Information Concerning Blue Star
1. History
2. Tax Forms, Sales Tax, and 501(c)3 Status
3. Services and Affiliated Organizations
4. Executive Directors and Board Information

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5. Misc.
II. Development
1. Past Grant Information
2. OCA/DCCD* Related Materials
3. Events Related Sales and Sponsors
4. Past Fundraising Events Blue Star Participated in
III. Public Relations/Engagement
1. Vendors
2. Publications and Advertising Mentioning Blue Star or Affiliates (4)
Can Also Be Public Flyers Made by Blue Star
3. Media Chronicling Blue Star Activities
4. Media Contacts
IV. Programs and Exhibitions
1. Residency Information
2. Publications Devoted to Exhibitions (6)
3. Slides/Media Concerning Past Exhibitions and Artists and Artist Files
4. Merchandise
V. MOSAIC
1. Publications
2. Askew
VI. Accounting, Payroll, and Human Relations
1. Accounting and Payroll
2. Personnel Files
3. Misc. HR
VII. Events and Fundraisers
1. Red Dot (1-4)
2. Arts and Eats
3. Bingo
4. Other
VIII. Membership
This Outline has been created with original order, provenance, and flexibility in mind.
Archivists respect and try to retain the original order and intentions, or provenance, of
the material. Original order and provenance are of historical value, but original order
should only be preserved if it is both useful and meaningful. Concerning flexibility, this
outline can be altered and added to for the benefit of properly describing the collection.
Numbers in parentheses indicate number of copies kept.

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* OCA is short for the Office of Cultural Affairs which is now the DCCD (Department for
Culture and Creative Development); the DCCD was the OCA from 1983 to 2013 which
was when the name was changed.
Title of Folders
Titles should be clear and concise. They need to have enough information so that
anyone searching knows immediately what is contained within the folder. In relation to
maintaining original order, consider using already existing folder titles but clarify any
abbreviations or misleading information. The title should be recorded in pencil with
numbers in brackets. The folder label should include the Group ID Number, Title, and
Date of the materials within the folder; an example being “[1.4] Board Minutes [1993-
1995]”.
Physical Organization
When preparing Boxes, remember to stay within one Record Group such as
Development or Series such as Past Grant Information; this helps with labeling. The
Physical Organization of the Folders within boxes, if any, is chronological. While this is
not possible for all files, try your best. Boxes are physically organized by when the
information within them was processed; this is done by year and the order in which they
are processed. An example would be 15-5 where 15 represents 2015 and 5 references
the box was the fifth one to be processed that day. This allows items to be processed
and placed back on the shelves properly before the whole collection has been
processed.
Binder and Catalog Physical Organization
Binders are found in a different physical location so they are easier to access. Catalogs
are also found in a separate location. These locations are listed within the Database of
Items as well as in the Map of Physical Organization and are organized Chronologically.
Despite this, their Intellectual Organization is the same as other Items found in Folders
and Boxes.

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Box Labels
Boxes are labeled in the following fashion:
A Note of Dates
According to DACS standards1, dates should be written as follows:
Inclusive Dates
1995-1998
Estimated
Approximately 1986-1999
Single Dates
1993
1993 January-June
1993 January 2
No Date Found
Undated (do not abbreviated or put no date)
Checklists to Add to Collection
First, it is important to understand the difference between Inventorying and
Processing/Arrangement; when inventorying, it is only important to identify what will stay
in the collection and what will be discarded, assign a Record Group identification
number such as 4.2 for a catalog from a Blue Star exhibition, and add some order to the
chaos by logging them in the Inventory spreadsheet. When Processing and Arranging,
you will focus on assigning specific item identification numbers per item such as 4.2.3
for a specific catalog, logging that item in the Archives database, putting related items
1 Describing Archives: A Content Standard. 2004. (25-27)
Title/Description
of Material
Years Included
Box ID
#
Intellectual
ID #

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into boxes, and logging/physically arranging those boxes. Below are two Checklists, one
for Inventorying and one for Processing/Arranging, to help with handling
Inventorying
1. I would recommend going box by box when inventorying. Pull out some of the
materials and familiarize yourself with its subject matter.
2. Determine whether or not the material needs to be kept according to the
Retention Schedule or Department Specifications. If not, dispose of accordingly.
If so, continue on with step 3.
3. If the box seems to have a cohesive theme, double check that everything could
be placed in the same Record Group and then:
a. Try to remove any duplicates, photocopies, envelopes, and other
extraneous material unless it appears to have value to the collection such
as handwritten notes from Executive Directors. If unsure than consult with
the department head of the particular Record Group.
b. Label with a sticky note or attached sheet of paper;
c. Log the necessary information into the spreadsheet;
d. And place in the designated area for that Record Group.
4. If the box does not seems to fall into one Record Group, then inventory file by
file:
a. Familiarize yourself with the contents of the file; can it fit into one Record
Group? If so follow steps 3a-3c. If not:
i. While original order is an important aspect to keep in mind while
inventorying, it is necessary at times to break up items to place
them in there correct record group.
ii. In this situation, you would identify which Record Groups each item
within the folder would fall into and then follow steps 3a-3c.
Processing and Arrangement
1. I would recommend going by Record Group when Processing and Arranging; it
will be easier to locate related items later on if they are within the same area/box,
but this will not always be possible so just try your best. Familiarize yourself with
the material in front of you.
2. Refolder the records with acid-free, archival folders and label correctly and
clearly.
3. If there is any restricted information such as Social Security numbers or credit
card numbers then note Restricted Materials on the outside of the folder and
within the database.
4. Remove all staples, rubber bands, paper clips, etc. These can cause damage to
records over time.

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5. Double check that all duplicates, photocopies, envelopes, or other extraneous
materials have been removed unless they add value to the collection (refer to
Inventory checklist step 3a for any clarifications).
6. Retain the correct number of copies of certain materials as stated in the
Intellectual Organization outline.
7. Remove any and all newspapers or clippings; they are dangerous to other
materials. Retain a copy of the newspaper and record the dates and page
number(s). Sometimes the whole newspaper is kept; in this instance, photocopy
the necessary pages after identifying them and record the dates and page
number(s).
8. Remove any sticky notes from inventorying. Also remove any sticky notes that
may be part of the collection, place on a half sheet of acid-free paper, and note in
pencil where it was originally placed.
9. Log the necessary information about the folder within the Archives database. The
database is organized by box or container so you are creating container lists
within the database.
10.Label the box accordingly following the template above.
Checklist to Remove from Collection
1. Physically locate the material to be removed.
2. Remove from collection.
3. Note that this material has been removed within the Inventory and Archive
databases.
4. Dispose of the material accordingly.
a. If there is sensitive information, it is advised to shred the material.
Explanation of Databases
There are two databases that one should be familiar with while working within the
Repository: the Inventory and the Archive. The Inventory database is much simpler and
consists of a simple collection of what information is included within the Repository. The
Archive database is essentially a complex set of container listings where materials are
listed by which container or box they are arranged within. Below is a breakdown of both
databases.
Inventory Database
This database only has 5 categories to fill in for each item or set of items:
Title/Description, Record Group Code, Year(s), Type of Material, and Keep or Destroy.
Note the following image. Make sure to note how the materials are bound or if they are
even bound at all in the Type of Material Heading. Reference the Retention Schedule
and the Resources Requested by each Department to determine whether or not to

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Keep or Destroy; if unsure than consult with the department head of the particular
Record Group.
Archive Database
Within the Archive Database, materials are first separated into Records or Resources
by row headings. Then they are described by 7 potential column headings, which are ID
Number, Item Type/Name, Description, Media Type, Location, Year(s), and Notes. Note
the two following images. The ID Number is derived from the Record Group, the Item
Type/Name and Year(s) can be copied from the Inventory Database, the Description
must include how it is bound or if it is a set of items or one singular item, the Location
must correspond to the Physical Map of Locations, and the Notes section is completely
optional although it is a good place to record the number of copies for duplicate items
such as catalogs.
Records and Resources Management Program
It is important for an organization as large and active as Blue Star to have a system in
which they dispose of Records or Resources that are not necessary for them to keep.
Below are Blue Star’s Records and Resources Retention Policy as well as a more
detailed description of Resources requested by each Department.

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Blue Star Records and Resources RetentionPolicy
I. Purpose
The Purpose of this Policy in conjunction with the Repository Guide is to:
a. Establish a records retention standard and schedule for Blue Star
Contemporary Art Museum that complies with its business needs and
relevant laws and regulations;
b. Preserve Blue Star’s history;
c. Define key terms specific to Blue Star’s Policy;
d. Designate which Department is responsible for the retention or destruction
of Records and Resources (terms later defined); and
e. To ensure Records and Resources are readily available to meet research
and discovery requirements.
II. Policy
a. This Policy is supplemented by the Repository Guide in which this Policy
is contained; the Repository Guide contains important Procedure
Guidelines and effective Checklists.
b. Blue Star is committed to meeting its administrative, fiscal, legal, and
historical obligations by systematically managing the records created in
the course of the organization’s operations.
c. The management of these Records and Resources includes appropriate
practices organizing those Records and Resources, effective archiving of
materials determined to have permanent or enduring value, and proper
destruction of materials regarded to have no permanent or enduring value
once operational needs have been met and no legal considerations
require retention.
d. Records and Resources shall be retained in accordance with all applicable
laws and regulations, and with this Policy.
e. All Records and Resources not necessary for legal or business reasons,
and not required to be retained by law or regulation according to the
Record Retention Schedule shall be properly disposed of according to the
Repository Guide.
f. All Blue Star employees are responsible to fully understand and maintain
ongoing compliance with this Policy.
g. For who is responsible for properly adding to the Repository or destroying
Records or Resources is specified within the Retention Schedule and is
divided by Department Manager.
h. The Executive Director is responsible for communicating this policy to
Blue Star’s employees and has general oversight of this Policy.
i. A Periodic Review of Records and Resources will occur at least once a
year; this does not limit employees, as they should be encouraged to
exceed this requirement.
III. Scope
a. This policy and related procedures applies to all Records and Resources
created at Blue Star Contemporary Art Museum or by Blue Star
employees, volunteers, and interns, no matter the medium.

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b. These Records and Resources are property of Blue Star and associated
Programs.
IV. Relevant Definitions
a. A “Record” is recorded information in any media generated and/or
received during the regular course of Blue Star’s business and is related
to legal obligations or transaction of business.
b. A “Resource” is recorded information in any media that is retained
because it can be drawn on later by a person or organization to assist
within a situation; it is usually not related to legal obligations or transaction
of business but this is not to say that they could. A “Resource” is usually
information kept because of historical importance or precedence.
c. A “Retention Schedule” is a document that identifies Records and
Resources, defines how long each must be retained, provides
authorization for disposal, where these materials are stored, and
determines who is in charge of the retention or destruction of such
materials.
V. Suspension of Record Disposition for Litigation, Audit, or Investigation
a. An exception to the processes set forth in this Policy exists when specific
Records or categories thereof are subject to either imminent or pending
litigation, investigation, audit (internal or government), or court
order/judgment. As stated before, the Executive Director is responsible for
communicating information concerning the Policy such as suspension and
each Department Manager is responsible for ensuring the suspension of
destruction.
ResourcesDefined By Department
As stated above Resources are recorded information in any media that is retained
because it can be drawn on later by a person or organization to assist within a situation.
Certain Resources, therefore, are requested to be retained by specific departments;
these Resources are to be saved and logged so they can be used as reference later on.
Below are these requests.
Programs and Exhibitions
Types of Files to be kept from Exhibitions:
Catalogs
Photo Documentation of Exhibitions and Previous Gallery Layouts
Artwork Inventory
Curatorial Description of Exhibition
Artist List-Not Contact Information, Just Who Exhibited in What Show
Loan Forms from Exhibitions and Red Dot-Only Ten Years Back
Art Sales
Condition Reports

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Types of Files to be kept from Programs:
Number of Attendees
Description of Program
Expenses
Ongoing or One Time Program?
Public Affairs and Engagement
Types of Files to be kept:
Past Press Releases
Media Contacts
Blue Star in the News
Any Other Types of Official Statements
Development
Types of Files to be kept for Administration History:
List of Board Members
Minutes from Meetings
Deposits (Financial Statements and/or Bank Statements)
Any Correspondence between Staff and Board Members
Types of Files to be kept for Development History:
Past Fundraising Events (Galas, Red Dot, Arts and Eats) Including
Donor/Sponsorship Information
Past Invitations and/or Related Material
Grants History
Applications that were Funded, Declined, Etc. Without Planning
Documentation/Notes/Instructions
Any Correspondence to Funders Including:
The Government (NEA, TCA, OCA/DCCD, Other)
Foundations
Individuals (Including Board Members and Blue Star
Memberships)
Corporations/Businesses
Checks/Deposits/Etc. Related to Past Donors
Visitor and Member Services
Types of Files to be kept for Membership:

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Member newsletters for all time
Membership forms for all time
Any kind of membership promotional material for all time
Correspondence from members with feedback on membership for all time
Membership letters or cards (this is what's sent to someone when they buy a
membership; it is different from a membership form). for all time
Internal memos regarding membership for all time
Types of Files to be kept for Visitors:
Summary-level visitor data for all time (monthly or yearly spreadsheets of
number of visitors, amount of donations, etc.)
This is good for analyzing visitor data over time
Daily admission logs for periods of time within the past five years for which
summary-level data is not available
Analysis of visitor data within the past ten years.
Visitor surveys and reports for all time
Visitor feedback for the past fifteen years
Internal memos regarding visitors for all time
Types of Files to be kept for Technology Infrastructure:
Telephone infrastructure information for the current phone system
Internet infrastructure information for all time
User manuals for any technology currently in use
Important Forms
This section contains useful and required forms that are employed within the
Repository.
File Out Cards
File Out cards are to be used when removing a file from the Repository for research
and/or reference. Print on a brightly colored sheet of paper that is slightly larger than the
file so it is obvious when and where one is being used. You can also use cardboard to
make File Out cards sturdier and easier to spot. Using these can be simplest if each
Department Manager has their own to use when necessary.

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Instructions to staff: Please fill in the required information below before removing a file
from its location. Place the card in place of the file.
Date File number Taken by Returned Date File number Taken by Returned