Sharing a local archivist RFP posting at Canisius University, see below.
Request for Proposals (RFP)
Reorganization and Assessment of Archival Collections
Issued by: Canisius University, Andrew L. Bouwhuis, SJ Library
Date Issued: April 13, 2026
Proposal Due Date: May 29, 2026
Introduction
Canisius University invites qualified archival consultants to submit proposals to assist in the reorganization and assessment of its archives and special collections. The goal of this project is to ensure that the collections align with the archive's mission and collecting scope, are organized for optimal access and preservation, and that materials falling outside the scope are responsibly re-homed in appropriate repositories.
Background
The archives serve as the institutional memory of Canisius University. The Reverend J. Clayton Murray, SJ Archives was established in 1960 to collect, preserve, and make available documents pertaining to the history of Canisius University. The collection also centers on Jesuit higher education and the Jesuit presence in western New York. The archives hold approximately 3600 linear feet of material, including manuscripts, photographs, audiovisual materials, and digitized collections. The collections have been acquired over the 150 year history of the university and vary in level of organization and documentation. Recent strategic planning identified the need to realign holdings with the university's mission and the original scope of the archives.
Project Objectives
The selected consultant(s) will:
- Conduct a comprehensive review of existing archival collections.
- Assess each collection's relevance to the current collecting scope and mission.
- Identify materials that fall outside the scope and recommend appropriate repositories or re-homing strategies.
- Incorporate the collection of the Canisius University Braun-Ruddick seismograph station (historically part of the worldwide Jesuit network of seismic stations) into the archival collections.
- Develop and implement a reorganization plan to optimize arrangement for accessibility.
- Provide updated collection-level descriptions and documentation to support ongoing management.
Scope of Work
The consultant will be expected to:
1. Preliminary Review and Planning
- Review existing finding aids, accession records, and policies.
- Meet with library staff to understand institutional goals, scope, and priorities.
2. Collection Assessment
- Evaluate holdings for relevance, research value, condition, and duplication.
- Identify materials outside the collecting scope and propose suitable institutions or repositories for transfer.
3. Accessioning and initial processing of Braun-Ruddick collection
- Accession collection materials
- Define scope of collection in collaboration with university staff
- Complete initial processing of collection
4. Reorganization Plan
- Recommend an organizational structure for in-scope materials.
- Provide a prioritized implementation plan for reorganization, rehousing, and description.
5. Documentation and Reporting
- Produce a comprehensive report summarizing findings, recommendations, and next steps.
- Provide updated collection inventories and metadata where feasible.
6. Implementation Phase
- Assist staff with physical reorganization.
- Facilitate communication and transfer of out-of-scope materials.
Deliverables
- Assessment report with scope recommendations.
- Inventory and condition summaries.
- Reorganization plan and timeline.
- Acquisition and integration of Braun-Ruddick collection (Project Proposal attached)
- List of potential partner institutions for out-of-scope collections.
- Updated or draft collection-level descriptions.
- Final summary report and presentation to staff
Proposal Requirements
Proposals should include:
- Cover letter and statement of interest.
- Project understanding and proposed methodology.
- Detailed work plan and timeline.
- Qualifications of personnel and relevant experience (especially in archival appraisal and reorganization).
- Examples of similar completed projects.
- Budget breakdown, including travel or materials costs.
- References from at least two comparable projects
Evaluation Criteria
Proposals will be evaluated based on:
- Demonstrated understanding of project goals.
- Relevant experience and expertise.
- Soundness of approach and feasibility of timeline.
- Quality of writing and communication.
- Cost-effectiveness
Timeline
RFP issued: April 13, 2026
Proposals due: May 29, 2026
Notification of consultant: Week of June 22, 2026
Project start: July 2026
Project completion: December 2026
All work must comply with professional archival standards (SAA, ALA, etc.).
Submission Instructions
Please submit proposals electronically in PDF format to:
Kristine Kasbohm
Director, Andrew L. Bouwhuis, SJ Library
kasbohmk@canisius.edu
716-888-8410
Subject line: "RFP – Archives Reorganization Project"
Project Proposal: Preservation of the Braun Ruddick Seismograph Station Records
1. Introduction
The Braun-Ruddick Seismograph Station at Canisius University has contributed valuable seismic data and research over its operational history. Founded in 1909 at the Washington St. campus, it has been in Old Main on the current Canisius campus since 1912. The station houses paper files, seismographic reports, logbooks, operational records, research notes, technical equipment manuals, international correspondence, newspaper clippings, and paper seismograms (earthquake records) from 1963 to 2010. This project aims to preserve and integrate these materials into the existing Braun Ruddick Collection housed at the Rev. J. Clayton Murray, SJ Archives.
2. Project Goals and Phases
- Document the current station configuration and contents.
- Preserve and organize archival materials according to best practices.
- Accession the material into the Canisius University Reverend J. Clayton Murray, SJ Archives.
- Identify materials for digital inclusion and public access via the New York Heritage Digital Collections.
Phase 1: Documentation and Inventory
- Photograph the current station setup.
- Conduct an oral history interview with the current station director.
- Evaluate the physical collection in collaboration with the director.
- Create an inventory of the materials.
- Rehouse and box materials according to archival standards.
- Accession the collection into the Braun Ruddick archival series.
Phase 2: Digital Collection Expansion
3. Deliverables
- Material housed to archival standards and relocated to Rev. J. Clayton Murray, SJ Archives.
- Digitized materials added to the online collection.
- Grant applications submitted for further support.
4. Conclusion
This project will ensure the long-term preservation and accessibility of the Braun Ruddick Seismograph Station's historical materials, supporting both institutional memory and broader research initiatives.
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