On January 19, 2021 the Committee on Public Awareness (COPA) member Rachael Woody sat down (virtually) with Elizabeth Stauber of the Hogg Foundation Archives, a recent recipient of the Advocacy Award from the Texas Historical Records Advisory Board.
Elizabeth Stauber stewards the Hogg Foundation’s educational mission to document, archive and share the foundation’s history, which has become an important part of the histories of mental and public health in Texas, and the evolution of mental health discourse nationally and globally. Elizabeth provides access to the Hogg Foundation’s research, programs, and operations through the publicly accessible archive. Learn more about how to access the records here.
The Hogg Foundation for Mental Health was awarded the inaugural Advocacy for Archives award by the Texas Historical Records Advisory Board (THRAB). THRAB established the Advocacy for Archives Award to recognize significant contributions made by individuals or organizations toward ensuring the preservation and availability of Texas’s historical records. The Hogg Foundation accepted the award at THRAB’s meeting on October 23, 2020.
RCW: Describe the Hogg Foundation Archives when you started. What was the size? What were the challenges and opportunities?
ES: The Hogg Foundation began work on creating an archive in 2012. Our Executive Director, Dr. Octavio Martinez, enlisted the help from graduate students at the University of Texas’ School of Information to begin devising a program. In 2016, during the foundation’s 75th anniversary celebration, Dr. Martinez hired me as the first full-time archivist.
The graduate students had begun to develop a records management program through staff education and the creation of a robust records inventory, and they had identified many important historical documents and artifacts and begun preserving and digitizing them.
However, the archives did not have a physical space with stacks and shelves, or defined policies and mechanisms for providing access to staff and the public.
RCW: You’ve built an incredible program in your first few years. What strategies can you share with us so that others may replicate your growth?
ES: In the beginning I identified 5 key areas that needed tackling:
1. Strengthening our records management process to ensure important records find their way into the archive;
2. Processing the records that had been stored in cabinets and the basement for decades;
3. Devising a digital preservation strategy;
4. Developing information management policies that promote transparency; and
5. Encouraging the use our archive.
Achieving all of these things felt very daunting to me as a lone arranger, so I adopted an iterative process that allowed me to work on each area a little at a time. I could have easily spent the first 2 years solely processing paper records, but then I would still have to contend with the records being created today, and it would have stilted the promotion and use of this information. I needed to build a structure to house all the information, but I also needed some information to enforce the structure.
I started with small goals that impacted each identified priority area and expanded them over time. This work is long-term, so you must be patient and kind with yourself, even if you are a perfectionist. There are always so many gaps in my work that glare at me furiously, but I know that with time I can continue to close them.
RCW: Your training and use of graduate interns has been cited as a major contributor to the Archives’ success and recognition. Please share with us why and how you use graduate interns.
ES: The Hogg Foundation for Mental Health is actually a part of the University of Texas at Austin, which has an excellent School of Information. The Hogg Foundation is a small organization with around 20 full-time staff and only 1 assigned to manage the archives. Being able to enlist the help of emerging professionals in the archives field gives us the flexibility to experiment and try things for which we would not normally have the capacity.
For example, our graduate interns have helped us develop and refine our digital preservation strategy, researched and implemented an online collections database, and provide user interface recommendations for improving our online collections database. And honestly, as a lone arranger it is incredibly helpful to be able to bounce ideas off another person. The archives program at the Hogg Foundation started with work from graduate students and I feel that it’s important to continue our connection with the school.
RCW: The Archives is representative of the Hogg Foundation and its work as a mental health organization. Please share with us what it’s like to work as an archivist in this type of institution. What challenges and opportunities are present?
ES: The Hogg Foundation for Mental Health exists to improve the mental health of Texans. We do this, primarily, by giving grants to help communities strengthen conditions that support mental health and eliminate conditions that harm mental health, especially for people who have been historically underserved or marginalized. The foundation’s archive provides historical context for understanding our past and current mental healthcare landscape. Identifying the health disparities and societal inequities of the past helps us to recognize and confront how our institutions handle care and recovery today.
Unfortunately, most of mental health history is documented by institutions that are not primarily concerned with preserving its history. The Hogg Foundation’s archival program continually seeks to change that through advocacy of the preservation of both philanthropic and mental health records across Texas and the United States.
We seek to be an example of a mental health and philanthropic organization that shares its history with the public as these are two sectors that do not have a strong history of transparency. Our archives consist primarily of grant records. We are not a direct service organization, so we do not have medical records or other highly sensitive data. Rather, we preserve the efforts of non-profits and individuals working to improve the mental health infrastructure, access, and awareness in their communities.
RCW: Specific to your advocacy work, what strategies has the Archives used? What have you found is the most successful and least successful, and why?
ES: Over the last few years, I have been connecting with information professionals in the philanthropic field as well as archivists interested in mental health history. Often, these are two different spaces, but the strategy of connecting with others across institutions to advocate for transparency and access to records is the same.
With my philanthropic colleagues, we planned a conference on the topic of foundation archives in 2019. This conference brought even more of us together to advocate for stronger records management structures in grants management systems – a common pain point we identified at the conference. In addition to the records management woes, the philanthropic sector generally does not have a strong external push to share its records with the wider public, so it has been important for us to learn together how to advocate for transparency in our organizations.
Recently, I have been able to connect with archivists locally who are interested in the preservation of mental health history. Some of us put together panel discussions on the topic of mental health and neurodiversity in the archives, which were unfortunately delayed due to the pandemic. But we have been able to successfully advocate for major preservation projects for state hospitals in Texas, including the hiring of a professional to oversee the implementation.
Sometimes this work can feel frustratingly slow because we are advocating for projects and ideas that are traditionally seen as a “luxury” – even when they are essential to the very infrastructure of the organization. While on paper my philanthropic colleagues and I have not been able to change much in our institutions yet, together we can be persistent and push forward.
Finally, my most effective internal strategy to cultivate interest from the Hogg Foundation’s staff is to present a history lesson derived from our archive 2-3 times a year. This involves research, reflection, and thoughts on how we can use these lessons to advance our current work, but it has been well worth the effort. Prior to the establishment of the Hogg Foundation’s archives, our knowledge of the foundation’s history was solely passed-down through long-tenured employees. But now many of our staff have a unique understanding of the history of our foundation and mental health in Texas, and can apply that context with care to the programs and communities in which we work today.
RCW: You were awarded the first of THRAB’s advocacy awards. Please tell us more about that process and what it means to you and the Hogg Foundation.
ES: Being a relatively new and niche archive, it is so rewarding to be recognized by THRAB. Everyone at the Hogg Foundation was so thrilled to find out about the award. The recognition has bolstered our advocacy efforts tremendously by giving legitimacy to mental health and philanthropic archives.
RCW: What are the remaining challenges you face?
ES: Because I have taken the approach of iterative improvement, my challenges have been fairly consistent over the years. However, I hope to publish our online collections database for the public by the end of this year. Currently, anyone may contact me for a reference interview to gain access to our records, but I am working toward a system that removes me as the gatekeeper to allow everyone to easily browse our holdings.
RCW: What advocacy advice would you like to share with us; especially those newer to the work?
ES: The most important thing I have learned is how to talk about archives to people who have never been to an archive before. You cannot rely on people being fascinated by archives for archives-sake. They want to know the functional purpose and benefit of information access. A challenge I often give myself is to not use the word archive or record when I am discussing my work with those outside the field.
RCW: Is there anything else you’d like to tell us?
ES: For those who wish to make use of the Hogg Foundation archives, research questions and appointments can be made by contacting the archivist at email@example.com.