Frequently Asked Questions (FAQ)
Where are the archives currently stored?
Most of FRNY’s historical materials are kept in filing cabinets located in the basement closet of Rutgers Church, where we hold Saturday bagel breakfasts. Unfortunately, the space is not suitable for long-term preservation:
- The closet has had multiple pest issues (bugs and rodents).
- It has flooded at least three times in the past two years, damaging several items.
- High humidity has caused mold and deterioration in materials stored long-term.
In short, the current conditions put our historical items at ongoing risk.
Did FRNY explore other archive locations, including lower-cost options?
Yes. FRNY reached out to several institutions, including the New York Public Library (NYPL). NYPL was not able to take the majority of our materials due to limited space and funding constraints. Other institutions we explored did not prove to be a suitable or interested match.
LAGCC emerged as the only partner able and willing to provide climate-controlled, professional archival stewardship for the full collection.
If FRNY donates the archives, will we still be able to use or borrow items for Club events?
Yes. A donation agreement can include perpetual access rights for FRNY. This means the Club would still be able to:
- Borrow or display items for Club events
- Request access for research, publications, or historical projects
- Make use of digital reproductions
- Preliminary discussions with LAGCC indicate that these rights are reasonable, standard, and feasible to formalize in the final agreement.
What happens to FRNY’s digital archives (photos, documents, oral histories, etc.)?
LAGCC is able to accept digital materials in addition to physical artifacts. This includes scanned photos, documents, newsletters, race materials, and recorded interviews. Digital files would be professionally cataloged and preserved alongside the physical collection in accordance with archival best practices. FRNY would continue to maintain copies of its own digital files as well.
Will FRNY still be able to add new materials in the future?
Yes. Whether FRNY selects the donation model or the loan model, LAGCC has indicated that it is willing to accept ongoing contributions of new artifacts and digital materials. This ensures that our archive continues to grow as the club evolves. Professional archivists would process and preserve new items as they are added.
How will personally identifiable information (PII) be handled?
LAGCC will work with FRNY to ensure that any material containing sensitive or personally identifiable information is handled appropriately. Before materials are made public:
- Archivists will review and redact PII where required.
- FRNY and LAGCC will work under a non-disclosure agreement (NDA) to protect sensitive content.
- All redactions will follow New York State privacy laws, including the SHIELD Act.
This ensures that historical value is preserved while protecting member privacy.
What materials are currently stored in the Rutgers closet?
FRNY’s physical archives are currently kept in the filing cabinets and storage bins in the Rutgers Church basement. Based on our History & Archives Committee’s review, this collection includes:
- Preserved and ready-to-showcase materials
- Newsletter binders spanning 1979–2004
- Gay Pride Run Results Binder
- Bylaws Binder
- Historical documents and correspondence
- Two transparent bins of early 1980s newsletters, board correspondence, and club documents
- Filing cabinet drawers containing tax documents, duplicate newsletter copies, and other official records (to be evaluated and integrated)
- Photographs and media
- Boxes of photo albums, newspaper clippings, original photo negatives, and other media from club events and Pride Runs
- Pride Run ephemera
- Gay Pride Run promotional materials: flyers, sign-ups, brochures, shirts, singlets, proofs, run-of-show documents, and related items from past races
If the Membership approves the transfer, these materials would be professionally cataloged, preserved, and stored by the LaGuardia & Wagner Archives alongside the digital materials we already maintain.
Who will have access to the FRNY archives?
Will the FRNY archives be publicly accessible?
Yes. The archives will be publicly accessible in a professional research setting. This is a significant improvement over their current storage conditions, where materials are kept in a damp, unsecured closet with limited accessibility and frequent flooding issues. Public access ensures the materials are preserved, discoverable, and usable rather than hidden or deteriorating.
Does “publicly accessible” mean anyone can freely handle the materials?
No. While the archives are open to the public, all access will be managed by professional archivists. Requests to view materials will be reviewed, scheduled by appointment, and overseen in a secure, designated viewing area. Visitors will not have unsupervised access to the artifacts.
Who is the primary audience for these materials?
The primary audience includes:
- LaGuardia and CUNY students conducting academic research
- Other university-affiliated researchers
- Independent scholars, journalists, and historians researching LGBTQ+ history, running culture, or community organizing
The materials will remain part of the public historical record and are available to anyone with a legitimate research or educational purpose.
Where will the artifacts be viewed?
The materials will be housed in a private, dedicated archive storage area within the archival facility. Viewing will take place in a secure research room designed specifically for handling historical materials. Only professional archivists will have direct access to the storage areas.
Will digital copies be available?
Yes. Where appropriate, digital copies may be created for research and reference purposes. This reduces handling of fragile originals while expanding access for researchers.
Is the facility suitable for long-term preservation?
Yes. The archive facility is climate-controlled and purpose-built for long-term preservation, with environmental controls, security, and professional handling standards that significantly exceed what FRNY can provide today.
Does “public access” mean the materials could be used in ways FRNY disagrees with?
Like all public archives, materials may be cited or referenced in research, publications, or exhibits. However, access is mediated by professional archivists, and use is governed by established archival standards. FRNY will be credited as the originating organization, and sensitive materials will be restricted or redacted as appropriate.
Will any materials be restricted or closed to the public?
Yes, if necessary. Certain materials may be restricted for a defined period due to privacy, sensitivity, or legal considerations. These restrictions are common in archival practice and can be specified in the agreement with LAGCC.
Can FRNY request that certain items not be made publicly accessible?
Yes. As part of the transfer agreement, FRNY can identify categories of materials that require special handling, delayed access, or permanent restriction. These decisions would be made in consultation with professional archivists and our Governance commitee to balance historical value with privacy and sensitivity.