Thank you for taking part in this needs assessment. The information you provide will help identify services, programs, and needs of U.S.-based tribal cultural organizations that have received awards from the Institute of Museum and Library Services (IMLS). The results from this questionnaire will be included in a report to help guide program development to address the needs of tribal cultural organizations and will be shared with tribes and stakeholder communities.
The survey consists of 28 questions, some of which have several parts or lists of items and should take you about 30-40 minutes to complete.
Your participation is voluntary and has no impact on whether or not you receive IMLS funds in the future. You can choose “don’t know” or “prefer not to answer” on most questions. Your identity and that of your organization will be protected and will not be associated with any particular findings in the report. If you consent (via questions at the end of the survey), your organization and/or tribe will be recognized via a list of survey participants at the end of the report. The Association of Tribal Archives, Libraries, and Museums (ATALM) will conduct the administration and data analyses, and IMLS will not have access to individually identifiable answers.
Instructions
Choose “Don’t know” on any item for which you do not feel confident in your answer (e.g., if you do not have relevant information for the question). Choose “Not applicable” for items that do not apply to your organization.
An open comment box for additional information you wish to provide is located at the end of the survey.
You may exit and return to the survey at any time before the deadline using the same computer; the system will save your responses.
A PDF version of the questionnaire and a glossary were provided in the e-mail you were sent with the survey link. Throughout the survey, a (G) indicates terms included in the glossary. Please report your answers within the online questionnaire via the link that you were provided. If it is easier for you to do so, please mail the completed survey to:
Susan Feller
Association of Tribal Archives, Libraries and Museums
6308 Harden Drive
Oklahoma City, OK 73118
Please submit your completed questionnaire by [DATE CONTINGENT ON OMB APPROVAL]
If you have questions about the survey or need assistance in answering questions, please contact: [email protected] or phone 405-401-9657. If you have questions concerning issues associated with the survey administration, please contact [email protected] or phone 202-653-4662.
For more information about ATALM or to download a copy of the 2012 report “Sustaining Indigenous Cultures,” please visit www.atalm.org.
The study is funded by the IMLS and is conducted by the ATALM. Please enter your assigned identification number HERE: _____________ to start the online survey.
OMB #3127-0081, Expiration date: ____________
Types of Organizations:
You received this questionnaire because you were a recipient of one or more IMLS grants. We recognize that tribal cultural organizations are very diverse. We also recognize that terminology, such as that in the IMLS authorizing legislation, is not always consistent with the practices of tribal cultural organizations. Please use the following three definitions in answering Question 1.
A tribal archive contains records of permanent value. A tribal records center is a centralized storage location for temporary records of importance to tribal government. Many archives include a records center, however, the scope of this study does not include organizations that are solely records centers.
A tribal library is accessible by community members and serves the information needs of patrons through a collection of books and other media for studying and/or borrowing. Some libraries provide computer access and public programs for patrons.
A tribal museum is an organization that collects, stores, and exhibits objects with cultural, historic, or artistic value. Some tribes retain these collections and perform these functions at a cultural center.
We recognize that some organizations are “cultural centers.” However, because of limited information available, it is a challenge to define what cultural centers look like or include. In some cases, a tribal cultural organization has a single organization type (e.g., archive, library or museum) and in other cases a tribal cultural organization provides services and/or resources usually associated with multiple organization types (e.g., a cultural center that houses both a museum and a library).
Given these definitions, what is the PRIMARY type of your tribal cultural organization? (Choose only one)
Archive |
Library |
Museum |
[Programmer: provide a drop-down response box and permit one answer only.]
Is your tribal cultural organization part of a Cultural Center?
Yes Please answer question 2a.
No if NO, please skip to question 3.
2a) If yes, besides the primary function you marked in question 1, which other types of organizations are housed at the Cultural Center? Please mark all that apply.
Archive |
Library |
Museum |
Records Center |
Important: For the remainder of the survey, please answer each question based on the organization type you specified on Question #1.
In this section, we ask you to describe the kinds of items you have in your collection and how you store, present, and take care of these items. We also ask what challenges and needs you have related to collections. Please answer all questions in this section based on the organization type you selected in Question 1.
What kinds of items do you have at your tribal cultural organization? Please mark all that apply.
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We have |
We do not have |
Don’t know |
Books and other bound volumes (including diaries, journals, scrapbooks) |
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Histories (e.g., family, oral, tribal, church) |
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Legal documents (e.g., deeds, contracts) |
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Tribal government records |
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Maps, plats, drawings |
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Linguistic records |
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Audio recordings |
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Video recordings |
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Photographs |
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Cultural artifacts (e.g., textiles, ceramics, metalwork, musical instruments, tools) |
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Art (e.g., paintings, drawings, sculpture, decorative arts, jewelry) |
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Natural science materials (e.g., preserved plants, rocks, minerals, fossils) |
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Born-digital materials (G) |
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Other, please specify |
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[Programmer: require one answer per row. Provide a fill-in box for the “other” category.]
To what extent has your collection been catalogued (G)?
Responses: |
None |
Some, but not all |
All |
Don’t know |
Prefer not to answer |
[Programmer: provide the list of responses as a drop-down menu.]
Are patrons able to access your collections online? (Check one response).
Responses |
All collections are available online |
Some collections are available online |
No collections are available online |
Don’t know |
Prefer not to answer |
Is the public permitted to access collections in storage?
Responses |
Yes Go to question 6a |
No, we do not have collections in storage Go to question 7 |
No, public access to collections is not permitted Go to question 7 |
Don’t know Go to question 7 |
[Programmer: provide the list of responses as a drop-down menu.]
IF YES ON QUESTION 6:
6a) How is the public able to access collections in storage? Please mark one response in each row.
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Not applicable |
Yes |
No |
Don’t Know |
Visible storage as part of standard displays |
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Guided tours of collections storage areas |
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By appointment, visitors can work with items in the storage area |
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By appointment, items are brought to visitors in a designated workspace |
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Other, please describe |
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[Programmer: require one answer per row. Provide a fill-in box for the “other” category.]
Are there restrictions to accessing your collections? (Please select one.)
Responses |
Collections are available to everyone |
Collections are available to tribal members only |
Some collections are restricted in accordance with cultural protocols |
Don’t know |
Not applicable, we do not have this type of cultural organization |
[Programmer: provide the list of responses as a drop-down menu.]
Has a general condition assessment (G) of your organization’s collection been done?
Responses: |
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Yes |
If yes, please answer question 8a. |
No |
If “No” please SKIP to question #9. |
Don’t know |
If “Don’t Know” please SKIP to question #9. |
[Programmer: provide the list of responses as a drop-down menu. If “No” or “Don’t Know” are selected, skip to question 9.]
8a) Was the general condition assessment (G) funded by an IMLS grant? If so, what type of IMLS grant award?
Responses – Drop down menu |
Yes, we received a Native American Library Services Basic award |
Yes, we received a Native American Library Services Enhancement award |
Yes, we received a Native Hawaiian Library Services award |
Yes, we received a Native American/Native Hawaiian Museum Services Program award |
Yes, we received a Save America’s Treasures award |
Yes, we received a Museums for America award |
Yes, we received a Museums Empowered award |
Yes, we were a Collections Assessment of Preservation (CAP) Program participant |
Yes, we were a Museum Assessment Program (MAP) participants |
Yes, but not sure what type of award |
No, the general condition assessment was not funded by IMLS |
[Programmer: provide the list of responses as a drop-down menu.]
8b) Which statement best describes the general condition assessment (G) conducted by your organization?
Responses – Drop down menu |
We completed an assessment of the entire collection and regularly update it every five years |
We completed an assessment of the entire collection but it is not updated regularly |
An assessment of only a portion of the collection was completed and is updated regularly every five years |
An assessment of only a portion of the collection was completed, but it is not updated regularly |
Don’t know |
Prefer not to answer |
[Programmer: provide the list of responses as a drop-down menu.]
Does your organization have a security system (G) to help prevent theft or vandalism of collections?
Responses: |
Yes |
No |
Don’t know |
[Programmer: provide the list of responses as a drop-down menu.]
Which of the following conservation/preservation issues/activities in your organization need improvement?
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Yes |
No |
Don’t Know |
Prefer not to answer |
a. Findings aids, inventorying and/or cataloguing of collections |
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b. General condition assessments (G) |
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c. Staff training |
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d. Security systems (G) |
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e. Environmental controls (G) |
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f. Reduction in light exposure to collections |
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g. Conservation treatment (include specimen preparation) |
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h. Preservation of digitized collections |
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i. Preservation of born-digital collections (G) |
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j. Integrated pest management (G) |
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k. None of these. |
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[Programmer: provide as a matrix, one response per row.]
Is your tribal cultural organization actively acquiring new materials for its collections?
Responses: |
Yes |
No |
Don’t know |
Prefer not to answer |
[Programmer: provide the list of responses as a drop-down menu.]
Tribal cultural organizations provide a variety of services and resources to their patrons and visitors. In this section, we ask about several types of services and resources that you currently provide and which ones you might want to provide. Please answer all questions in this section based on the organization type you selected in Question 1.
What services does your tribal cultural organization provide to the community? [Programmer: require one answer per row.]
Educational Programming
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Provide |
Do not currently provide, do not want to provide |
Do not provide, but want to |
Don’t know |
Children’s programs |
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Family programs |
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Adult programs |
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STEM programs (including MakerSpaces) |
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b. Cultural Resources
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Provide |
Do not currently provide, do not want to provide |
Do not provide, but want to |
Don’t know |
Materials specifically related to the tribe or other indigenous groups |
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Genealogy (G) research materials |
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Cultural arts and crafts classes |
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Language classes or resources |
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Historic preservation |
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Economic development and training
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Provide |
Do not currently provide, do not want to provide |
Do not provide, but want to |
Don’t know |
Services for job seekers |
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Information for starting a business or seeking business opportunities |
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Computer and Internet training and skill development |
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d. Government services, benefits, referrals
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Provide |
Do not currently provide, do not want to provide |
Do not provide, but want to |
Don’t know |
Information about the tribal community and/or tribal services |
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Health screenings |
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Legal aid |
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Government services (e.g., unemployment benefits, Medicare, Social Security benefits) |
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Access to important records (e.g., birth certificates, marriage certificates) |
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13) In the past year, how many changing/temporary exhibitions did your tribal cultural organization have?
Response options |
None |
1-2 |
3-4 |
5 or more |
[Programmer: provide the list of responses as a drop-down menu.]
For the most recent fiscal year, approximately how many patrons/visitors did your tribal cultural organization have?
Response options |
Fewer than 500 |
500 – 999 |
1,000 – 4,999 |
5,000 – 9,999 |
10,000 – 99,999 |
100,000 or more |
Don’t know, we do not track visitors |
Prefer not to answer |
[Programmer: provide the full list of responses but permit only one response.]
In this section, we are interested in learning about the tools and methods you currently use and those that you might want to use. We also ask about your organization’s challenges and needs. Please answer all questions in this section based on the organization type you selected in Question 1.
What tools or methods do you use to help your tribal cultural organization meet the needs of the community? (Mark one answer in each row.)
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Use now, satisfied with current method |
Use now, interested in professional development in this area |
Do not use now, do not want to use |
Do not use now, but want to use |
Don’t know |
Prefer not to answer |
Community Needs Assessment (G) Surveys |
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Visitor or User Surveys |
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Community Advisory Board or Group (G) |
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Collections Use Analysis (G) |
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Other (please specify) |
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[Programmer: require on answer per row.]
Which of the following computer programs does your tribal cultural organization currently use? (Mark one answer in each row.)
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Use now, satisfied with current knowledge level |
Use now, interested in professional development in this area |
Do not use now, do not want to use |
Do not use now, but want to use |
Don’t know |
Databases such as ACCESS |
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Spreadsheets such as EXCEL |
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Word processing software like WORD |
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Mukurtu |
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Past Perfect |
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Photoshop or other graphic design software |
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Archivists’ Toolkit |
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Proficio (discovery software) |
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Eloquent |
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Other (please specify) |
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[Programmer: require one answer per row.]
To what extent is each of these a staff training need for your tribal cultural organization? (Please choose one answer in each row).
a. Staff Training Needs: Collections
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Not applicable |
Not a need |
Somewhat a need |
Substantial need |
Don’t know |
Collections development |
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Collection registration methods (G) |
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Accessioning methods (G) |
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Collections storage and handling |
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Collection preservation methods |
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Digital collection management |
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Exhibition development, design, and production |
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b. Staff Training Needs: Education
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Not applicable |
Not a need |
Somewhat a need |
Substantial need |
Don’t know |
Computer training |
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Volunteer programs |
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Internship programs |
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Outreach (G) (to schools, elders, etc.) |
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Public programming (G) |
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c. Staff Training Needs: Facilities / Administration
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Not applicable |
Not a need |
Somewhat a need |
Substantial need |
Don’t know |
Administrative practices |
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Fundraising |
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Marketing |
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Security |
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Shop/Store Management |
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Other (please specify) |
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To what extent is each of the following a challenge for your tribal cultural organization? (Please choose one answer in each row).
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Not a challenge |
Somewhat a challenge |
Substantial challenge |
Don’t know |
Staff professional development |
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Designing exhibits |
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Storing current collections |
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Scope of collections |
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Environment controls |
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Access to archival materials (boxes, folder, enclosures) |
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Maintaining community support |
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Funding |
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Other (please specify) |
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In this section, we ask about your organizational revenue, how you are funded, and what you perceive to be the most important funding needs for your tribal cultural organization. We ask about a general revenue category so that we can better understand needs for organizations with various levels of funding. Please answer all questions in this section based on the organization type you selected in Question 1.
Which of the following categories most accurately describes the annual operating revenue (G) of your tribal cultural organization in your most recent fiscal year?
Response Categories – Drop down |
Less than $50,000 |
$50,000-$249,999 |
$250,001-$999,999 |
$1,000,000 or more |
Don’t know |
Prefer not to answer |
[Programmer: provide the full list of responses but permit only one response.]
Which of the following contributed to the funding for your organization in the past fiscal year? Please choose one answer in each row.
Type of Funding |
Receive |
Do Not Receive |
Don’t Know |
Prefer not to answer |
Tribal government |
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State and/or local grants |
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IMLS Native American Library Services Basic award |
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IMLS Native American Library Services Enhancement award |
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IMLS Native Hawaiian Library Services award |
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IMLS Native American/Native Hawaiian Museum Services Program award |
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IMLS Save America’s Treasures award |
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IMLS Museums for America award |
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IMLS Museums Empowered award |
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Other IMLS award |
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Other Federal grants |
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Foundations/Corporations |
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Individuals |
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Fees for services |
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Membership fees |
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Merchandise sales |
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Artist consignments |
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Advertising |
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Other (please specify) |
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[Programmer: require one answer per row.]
[Programmer: Present ONLY to those who selected MUSEUM on Question #1.]
MUSEUMS
Does your museum charge admission? (Check one response in each column)
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Yes |
No |
Don’t Know |
Prefer not to answer |
Everyone pays full admission |
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Admission is free or discounted to tribal citizens/members |
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Admission is free or discounted to members from other tribes |
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Discounted admission is available for groups |
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Discounted admission is available for members of our tribe |
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[Programmer: Present ONLY to organizations who selected LIBRARY on Question #1.]
LIBRARIES
E-Rate funds (G) are provided by the federal government through the Universal Service Fund to cover expenses associated with Internet access. Does your library receive E-Rate funding?
Response categories |
Yes, we currently receive E-Rate funds Go to question 23 |
No Go to question 22a |
Don’t know Go to question 23 |
[Programmer: provide the list of responses as a drop-down menu.]
22a) If you do not access E-Rate funds, based on your knowledge, which of the following is the main reason for not accessing E-Rate? (Please select one answer)
Response categories |
We have never heard of E-Rate |
E-Rate application is too complicated |
We are unsure if the library is eligible for E-Rate |
Time needed to participate in the program is not warranted |
We were denied funding in the past and are now discouraged |
We applied in the past, but no longer find it necessary. |
Other, please specify: |
Does your library offer Internet computers for public access?
Responses: |
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Yes |
If yes, please answer questions 23a and 23b. |
No |
If “No” please SKIP to question #24. |
Don’t know |
If “Don’t Know” please SKIP to question #24. |
[Programmer: provide the list of responses as a drop-down menu. If respondent selects “YES” present Questions 23a and 23b. If respondent selects “No” or “Don’t know” skip to Question 24.]
23a) How many Internet computers [personal computers (PCs) and laptops], whether purchased, leased, or donated, for use by the general public are in your library? Please enter “0” if none; select “don’t know” if you are not able to provide this information.
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23b) How many sessions (G) did the Internet computers have in the past year? Please enter “0” if none; select “don’t know” if you are not able to provide this information.
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If your library provides free WiFi to your knowledge, is it the only free of charge public WiFi access venue in your library’s service area?
Responses – Drop down list |
Yes, as far as I know, the library is the only place in the community that provides free WiFi |
No, I think there are other places in the community that provide free Internet access |
Don’t know, I am not certain whether there are other places that offer free Internet access |
We’re almost to the end!
In the box provided, in just a few sentences, please describe a service, program, or administrative practice that you have found to be particularly effective at your organization.
Finally, what did we miss? Is there anything else you would like to share with us about your archive, library, museum, or cultural center?
[Programmer: Provide text boxes for these. Provide a small one, size visible to respondent for the first item (Q25) and a larger box, size not visible, for the second (Q26).]
Do you wish your cultural organization to be recognized via a list at the end of the report?
Responses: |
Yes |
No |
[Programmer: provide the list of responses as a drop-down menu.]
Do you wish your tribe to be recognized via a list at the end of the report?
Responses: |
Yes |
No |
[Programmer: provide the list of responses as a drop-down menu.]
Please provide the following information. We will not share this information beyond the survey and your answers to specific survey items will not be able to be associated with you or your organization.
First Name
Last Name
Position Title
Tribe
Street Address
City, State, Zip
E-mail Address
Telephone
Website Address
THANK You for your time!
In addition to the definitions, links to relevant websites that provide more information about each term are also included in this glossary.
Accessioning Methods
The methods used “to take legal and physical custody of a group of records or other materials and to formally document their receipt” or “document the transfer of records or materials in a register, database, or other log of the repository's holdings.”
See: https://www2.archivists.org/glossary/terms/a/accession
Annual Operating Revenue
The amount of money that an organization actually receives during a one-year period. It is the amount from which costs are subtracted to determine net income.
See: https://www.investopedia.com/terms/r/revenue.asp; https://www.investopedia.com/terms/o/operating-revenue.asp
Assessment
“A formal process to determine the relevance, effectiveness, and results of activities systematically and objectively in light of their objectives. In this context, assessment is a synonym for evaluation… Assessment can focus on structure, process, outcome, and/or impact.”
See: https://www.imls.gov/sites/default/files/glossary.pdf
Born Digital (Collections and Materials)
“Born-digital information is distinguished from digitized, the latter describing a document created on paper that has been scanned (and possibly transformed into character data using OCR). A document created using a word processor may be described as born digital.”
See: https://www2.archivists.org/glossary/terms/b/born-digital
Catalogued
Catalogued items or objects require “preparing bibliographic metadata to represent collection resources, using applicable standards to enable discovery and access and provid[ing] efficient inventory control.”
Collection Registration Methods
Collection registration has to do with the movement of objects in and out of an archive, museum, or other site that has a collection of materials, including describing objects, recording dates of entry, providing objects with numbers, noting storage locations, etc.
Collection [Use] Analysis
Collection use analysis is a mechanism to determine if a collection is meeting its objectives and serving its users; is deficient in some areas, and needs to be developed in particular ways.
See:
Community Advisory Board or Group
“A Community Advisory Group (CAG) is made up of representatives of diverse community interests. Its purpose is to provide a public forum for community members to present and discuss their needs and concerns.”
See: https://www.epa.gov/superfund/superfund-community-advisory-groups
Community Needs Assessment
“A community needs assessment provides community leaders with a snapshot of local policy, systems, and environmental change strategies currently in place and helps to identify areas for improvement. With this data, communities can map out a course for health improvement by creating strategies to make positive and sustainable changes in their communities.”
Environmental Controls
Environmental controls have to do with maintenance of temperature and humidity, among other factors and conditions in sites that house collections of objects.
See: https://aiccm.org.au/sites/default/files/docs/CAN_resources2014/environ_1.pdf
E-Rate
“The E-rate Program provides discounts to schools and libraries for eligible products and services.”
See: https://www.usac.org/_res/documents/sl/pdf/handouts/SL-Glossary-of-Terms.pdf
To learn more about E-Rate, visit the FCC website at: https://www.fcc.gov/consumers/guides/universal-service-program-schools-and-libraries-e-rate
To apply for E-Rate, visit: https://www.usac.org/sl/applicants/beforeyoubegin/definitions.aspx
Genealogy
The study of family history.
See: https://www.archives.gov/research/alic/reference/genealogy.html
General Condition Assessment
“A formal process to determine the relevance, effectiveness, and results of activities systematically and objectively in light of their objectives. In this context assessment is a synonym for evaluation, which see. Assessment can focus on structure, process, outcome, and/or impact.”
See: https://www.imls.gov/sites/default/files/glossary.pdf
Integrated Pest Management
Integrated pest management involves the control of pests while, at the same time, minimizing risks to people and the environment.
See: https://www2.ipm.ucanr.edu/What-is-IPM/
Internet Computer Sessions
Report the total number of uses (sessions) of the library’s Internet computers in the library during the last year. If the computer is used for multiple purposes (Internet access, word-processing, OPAC, etc.) and Internet uses (sessions) cannot be isolated, report all usage. A typical week or other reliable estimate may be used to determine the annual number. Sign-up forms or Web-log tracking software also may provide a reliable count of uses (sessions).
Note: This count includes only the library’s Internet computers. Do not include WiFi access using non-library computers. The number of uses (sessions) may be counted manually, using registration logs. Count each use (session) for public internet computers, regardless of the amount of time spent on the computer. A use (session) on the library’s public internet computer(s) three times a year would count as three uses (sessions). Software such as “Historian” can also be used to track the number of uses (sessions) at each public internet computer. If the data element is collected as a weekly figure, multiply that figure by 52 to annualize it.
See: https://www.imls.gov/sites/default/files/pls_users_guide_fy2018.pdf
Public Programming
“[P]ublic programs’ can refer to any participatory educational activities that are offered to the visiting public, either free or for an additional charge, often as an enhancement to an exhibition or object on display.”
See: https://culturalpolicyjournal.files.wordpress.com/2011/05/ejournal_kimberly_keith.pdf
Outreach
Outreach is when an organization aims to “connect its ideas or practices to the efforts of other organizations, groups, specific audiences or the general public. Unlike marketing, outreach does not inherently revolve around a product or strategies to increase market share.”
Security System
A security system is “a means or method by which something is secured through a system of interworking components and devices.”
See: https://www.safewise.com/home-security-faq/how-do-security-systems-work
INTERNAL
USE ONLY - DRAFT
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | Sandra Toro |
| File Modified | 0000-00-00 |
| File Created | 2021-01-15 |