INNOVATION, COLLABORATION and MODELS Proceedings of the CLIR Cataloging Hidden Special Collections and Archives Symposium, March 2015 Cheryl Oestreicher, editor Council on Library and Information Resources ISBN 978-1-932326-54-3 CLIR Publication No. 169 Published by: Council on Library and Information Resources 1707 L Street NW, Suite 650 Washington, DC 20036 Web site at http://www.clir.org Copyright © 2015 by Council on Library and Information Resources. This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, with exception of “Epilogue—Hidden Collections for Everyone,” which is licensed under a Creative Commons Attribution 4.0 International License Cover design: Jenny Nordstrom. Cover images courtesy of the Provenance Online Project, Kislak Center for Special Collections, Rare Books, and Manuscripts, University of Pennsylvania. Map and film reel images via Shutterstock. Contents Message from the Editor, Cheryl Oestreicher ........................................................................................... 1 Hidden No More, Amy Lucko and Christa Williford .................................................................................... 4 Introductory Remarks, March 13, 2015, Charles Henry ............................................................................... 7 Keynote—Parting the Waters: CLIR’s Pathways into the Archive, Jacqueline Goldsby .................................. 9 (Watch video) Symposium Presentations .................................................................................................................... 18 Collaborations All History is Local: Expanding Access to American Jewish Archival Collections Susan Malbin, Laura Leone, Rachel Miller, Rachel Harrison, Sarah Ponichtera Christine McEvilly, and Kevin Schlottmann ........................................................................................... 18 International Collaboration to Reveal Rare Chinese Materials Hidden for Half a Century Zhijia Shen and Jing Liu....................................................................................................................... 26 The Challenges of Sustaining a Long-Term Collaboration: Reflections on the Philadelphia Hidden Collections Projects David McKnight and Eric Pumroy ........................................................................................................ 31 Student and Faculty Involvement Maximizing Partnerships: Faculty Buy-in, Service Learning, and Hidden Collections Christopher Harter and Elisabeth McMahon ........................................................................................ 40 Collaboration and Education: Engaging High School Students with EAC-CPF Research Valerie Addonizio and Christopher Case .............................................................................................. 48 Engaging Students in Complex Description: Two CLIR Hidden Collections Projects Lois Fischer Black, Ilhan Citak, Gregory A. Edwards, and Andrew Stahlhut ......................................... 57 The “Deceased” Preaches His Own Eulogy: Training Students to Provide Access Points on Discovery-Level Records Felicia Piscitelli, Lisa Furubotten, Anton duPlessis, Alma Beatriz Rivera-Aguilera, and Ángel Villalba-Roldán ................................................................................................................ 64 Cataloging Obstacles and Solutions in Establishing Cataloging Standards for Fine Print Collections Katharine Malcolm and Christen Runge ............................................................................................... 74 The Churchill Weavers Collection: An American Treasure Uncovered Jennifer Spence .................................................................................................................................. 86 Pennsylvania German Textile Cataloging Candace Perry .................................................................................................................................... 96 Arrangement and Description The Benefits of Planning: Cataloging the Vertical Files of the Anton Brees Carillon Library Joy M. Banks and Jaime L. Fogel ...................................................................................................... 104 Discovering the Future: The New York World's Fair Collections of 1939 and 1964 at the Museum of the City of New York and Queens Museum Annie Tummino ................................................................................................................................. 111 Innovation, Collaboration, and Models: Proceedings of the CLIR Cataloging Hidden Special Collections and Archives Symposium, March 2015 i Preserving a Montana Senator's Image: The Lee Metcalf Photograph and Film Collections Project Matthew M. Peek .............................................................................................................................. 118 Audiovisual Collections Accelerating Exposure of Audiovisual Collections: What’s Next? Karen Cariani, Sadie Roosa, Jack Brighton, and Brian Graney .......................................................... 127 Putting Archival Audiovisual Media into Context: An Archival Approach to Processing Mixed-Media Manuscript Collections Megan McShea ................................................................................................................................. 138 Science Collections The Opportunities of Engagement: Working with Scholars to Improve Description and Access at the Center for the History of Medicine Emily R. Novak Gustainis................................................................................................................... 146 The Practice of Privacy Emily R. Novak Gustainis and Phoebe Evans Letocha ....................................................................... 163 Grinnell to GUIDs: Connecting Natural Science Archives and Specimens Christina Fidler, Barbara Mathé, Rusty Russell, and Russell D. “Tim” White ....................................... 177 Outreach Opening up the Urban Archive: Digital Outreach to Urban Studies Scholars Morgan Gieringer and Jaime Janda .................................................................................................. 193 Success Beyond Access: CLIR-ing the Way Harlan Greene, Dale Rosengarten, and Amy Lazarus ........................................................................ 202 Concluding Remarks, William Noel ....................................................................................................... 211 (Watch video) Epilogue—Hidden Collections for Everyone, Michael Peter Edson .................................................... 213 APPENDIX 1: Unconference Sessions ............................................................................................... 215 APPENDIX 2: Posters ........................................................................................................................... 216 APPENDIX 3: Learning at Work in the Archives: The Impact of Access to Primary Sources on Teaching and Learning Kelly Miller and Michelle Morton .............................................................................................................. 217 Innovation, Collaboration, and Models: Proceedings of the CLIR Cataloging Hidden Special Collections and Archives Symposium, March 2015 ii Message from the Editor Cheryl Oestreicher, Head of Special Collections and Archives, and Assistant Professor, Boise State University he 2015 CLIR Unconference & Symposium museums, and public libraries. The topics are was the capstone event to seven years of vast, ranging from activism to book and print Tgrant funding through CLIR’s Cataloging history, and from earth sciences to media studies. Hidden Special Collections and Archives pro- We can’t know precisely how many research- gram. The two-day event brought together more ers have used these newly processed collections than 180 past and current grant recipients as well and items, but the number is likely to be in the as others interested in the new phase focusing on hundreds. At a time when many institutions face digitization. The atmosphere was energetic and chronic processing backlogs and underfunded passionate about the vast array of projects com- departments, this program has created jobs, pro- pleted or in progress. The more than 25 presenta- vided resources to catalog collections, and facili- tions vividly illustrated the impact of the Hidden tated access to rare materials that will benefit re- Collections grant. searchers for years to come. Since 2008, CLIR and The Andrew W. Mellon Through my work on a CLIR-funded project and, Foundation have funded 129 projects. To date, subsequently, as a grant reviewer, I have greatly institutions have processed at least 2,952 collec- broadened my archival knowledge. During my tions, comprising 53,608 linear feet, an additional three-year project, Archives from Atlanta: Cradle 4,229 cubic feet, plus 960 boxes of mixed materi- of the Civil Rights Movement, I was privileged als. The projects have also created 273,728 item- not only to work with amazing civil rights col- level records of materials including: lections, but also to hear how others implement §§50,551 books and manuscripts processing procedures and what tools they use. §§46,702 audio and audiovisual recordings Learning about others’ procedures and projects helps me grow as an archivist, and as a manager §§29,393 items of ephemera I share this knowledge and apply many of these