Week Sixteen: The Grand Finale

It's official.  My sixteen week internship--and the Spring 2011 semester--are officially over.  Though graduation is still, as soon as I complete this blog post and give a presentation in summation of my experiences as an intern, I will officially be counting down the idle minutes until graduation!  Haha, idle minutes.  That's funny.  As a library science student, it's basically standard that we hold down several part time jobs, internships, and volunteer positions.  There is never enough downtime to make the majority of us bored, but I think that's definitely a good thing.  I grew a bit too attached to Mystery Writers of America mss. over the past several weeks, so I'll continue to volunteer at the Lilly until processing is officially complete (or until I have a seriously convincing reason to leave Bloomington).  Closure is definitely something that I value, so it's good to know that I should be seeing this collection processing through despite going beyond the confines of the academic semester.

A recap of this past week can be summed up in one sentence (albeit a grammatically strained run-on sentence): I spent the days labeling folders, transferring materials from old to new housing, and fixing a couple discrepancies I noticed along the way, mostly pertaining to confusing descriptive wording.  I have quite a few boxes left to go, but it's certainly doable, and it will be a nice thing to keep in my weekly routine.  Two new interns will begin at the Lilly for the summer in about a week, and the cycle will start all over again.  If either of them keep a blog, I'll link them from my own--be on the lookout!

Overall, my internship was a great experience.  The processing work that I did at the Lilly was much like what I've done for over a year at the Indiana University Archives and similar to my work at several other internships and jobs over the years, however the content was certainly different, and I really enjoyed learning about the specifics of archives work within a special collections repository.  There definitely are some managerial and/or theoretical differences between archival methodology at Lilly and the IU Archives, Wylie House Museum, etc. , and I think that my perspective is much deeper having this sense of comparison.  I also really loved working with the Lilly staff.  As with many libraries, the Lilly employees are a great quirky bunch with eclectic interests and specialties.  It's always great to be around so many different people who are engaged and enthusiastic about what they do!

Closure has never been my strong suit, so I'm going to bow out quietly with a few photographs.  I plan to continue periodic postings as my MWA mss. processing continues.  I may even branch out to other topics of archival interest.  Dare I say blogging is slightly addictive?

Thank you for bearing with me, kind readers!

Archivally always,
Amy

Oversized news clipping scrapbook pages, which will be sent to the preservation lab for proper housing.

Eek, disintegrating scrapbook page corners!  As if 1949 newsprint wasn't harrowing enough.

Great Edgar Awards Dinner image from the event's 3rd year.

Edgar Award and "Special Award"

Edgar Awards Dinner Menu: Cannabis consumme with conked noodles, Dismembered torso of smithered turkey, Iced scearm of whipped heroines, and Coffee Monoxide?  Mm!

Members, holding an Edgar, in days of yore

Television character Vampira with her writer at a function of the MWA Sothern California Chapte

r

Hamming it up for the camera... in front of one wall of my MWA mss. box-fortress processing space!

Week Fifteen: Arrangement and Inventory = Complete!

I am proud to say that at the close of my internship this week, I completed arrangement of the Financial series, cleared up some confusion in the Photographs series, cleaned up minor issues that I had set aside along the way, and began some refoldering work--it's all downhill from here!  Though I will not be 100% finished processing Mystery Writers of America mss. by the time my internship officially ends next week, I feel really good about the progress I made thus far, given that this is the third collection (a decently sizable one at that) I will have worked on over the course of less than five months.  All the difficult work is largely finished, and what remains is brushing up the collection description, building the collection level catalog record, chronologically arranging all correspondence as per Lilly Library popular practice, and physically rehousing each folder of materials.

Rehousing will entail hand-labeling new folders and building new, archival quality boxes which will be best for long term preservation.  These activities are in line with professional ethics, though rehousing is not a uniform practice across all repositories.  For example, at some institutions, I know that refoldering is not always an option given budgetary constraints and the time required to hand-label each one.  I am admittedly not a preservation expert by any means, but from what I understand in layman's terms: Acid free folders are ideal as buffers to control acidic paper's deleterious effects on surrounding papers.  Documents made with highly acidic ingredients (i.e. most of those produced in the late 19th through mid twentieth centuries) releases acidic compounds, which may cause surrounding papers to become brittle.  However, as I learned from my whirlwind day at the IU Preservation lab, acid free folders do not actually stop acidic deterioration.  Simply because papers are stored inside an acid free folder does not mean that they are protected from one another, as no buffers exist directly between individual items.  Rehousing in acid free folders does, however, provide some peace of mind in knowing that storage materials are not contributing additional harm to collection contents, and they also give a clean, polished look to a collection.  Though appearances don't necessarily contribute to preservation objectives, they do appeal to donors and users, representing that a repository cares for its collections.

I am not exactly looking forward to the laborious penciled labeling of new folders, however I am excited about the final product which will debut as a fully processed collection in the not so distant future.  I plan to finish up my processing work with Mystery Writers of America mss. after the semester closes.  Over all the hours we've spent bonding together--looking at old photos from the organization's youth, peering in at intimate monetary details, and watching the group's overall development from a small group of like-minded authors to a comparatively renowned organization with members from all corners of the United States--I want to see the collection through to completion.  This also seems wise, as I imagine it will be much easier for me than for anyone else to compose the collection description and catalog record content since I've spend so much time with the materials.  Because I am still busy on the job-hunting front, I'll be living in Bloomington possibly as long as late July, so I will volunteer at the Lilly (at least) one day per week.  With work at the IU Archives, volunteering at the Lilly, volunteering at Wylie House Museum, and applying for jobs, I will most definitely have no problem staying busy, though I also hope to spend a bit of time enjoying the outdoor air.

That's all for right now.  I'll post a few more collection photos over the weekend!

Amy

Week Fourteen: The Dreaded Financial Series

Well, I finally caved.  Despite my skillful month+ long avoidance of the six dreaded boxes of Mystery Writers of America financial materials, last week I had to "man up" and face the folders of bills, envelopes bursting with canceled checks or deposit slips, booklets full of account stubs, and ledgers galore.  My initial reluctance to deal with these materials stems from the stigma that my mind must have attached to finances.  No, they aren't pretty.  The stationary is never ornate (at least not these from second-half of the twentieth century).  It's also highly unlikely that I would happen across any juicy or otherwise thought provoking details while flipping through to gauge general folder contents and date ranges, as I often do with materials of other genres.  Financial records, at least in my opinion, are not necessarily interesting in an overt or otherwise independent sense.  However, surely I understand that when considered as a group or in tangent with other related documents, their evidential value can potentially shed insightful light on the practices and interests of the record creating/compiling body.  For this reason, the Lilly desires to retain all financial records--regardless of how minute.

I believe I mentioned a few posts back that the Indiana University Archives, where I also work as a processor, has appraisal policies which dictate the exclusion of financially oriented items such as significant volumes of itemized receipts or account statements.  Major financial documents (such as annual budgets or statements which provide a broad overview of financial standings) are retained because they can say a lot about an organization or person without taking up significant space; itemized financial documents tend to accumulate quite quickly!  However, I sense that the IU Archives, which documents institutional memory in relation to departments, specific people, or groups affiliated with the University, rejects detailed financial records to avoid voluminous duplication of information shared among multiple collections, as well as because informational value is generally extremely low among these documents.  Even the evidential value fades after significant time passes, when weighed against processing time and precious shelf space.  Because so few reference requests come in to the Archives in regards to financial information (i.e. to what charities Prof. So-and-so donated in what specific amounts in December of 1963, or how much an academic department spent on coffee for the break room each week from 1952-1976), and because navigating disorganized financial records can be incredibly taxing, it further makes sense to me that this is one content area that is easy to justify not retaining.

Still, I can see why these records will be saved in regards to the Mystery Writers of America mss. at the Lilly.  For one, the organization is much smaller than something so big as an entire university system.  MWA has only been in existence since 1945, and the Lilly currently holds its entire inactive administrative record.  In this situation, financial details documenting the group's formative years and those from subsequent decades may play a worthwhile role in preserving the organization's history.  I hope that this rational does, in fact, sound rational.  It seems a bit hard to articulate, though it all makes sense in my head (very reassuring, I know).

Anyhow, any attempt at theory aside, I spent the week wrapping up series arrangement and got a good start on wrangling the financial documents.  The hardest part about processing this series for me is determining document genres.  I try to mentally recreate the business processes of the organization--the cycle of disbursements, receipts of payment, various avenues of funding--but in the end, sometimes it's easier to leave a bit of that up to the researcher.  When obvious, I retained folder titles as they were written upon arrival. For items such as unlabeled ledgers, I chose to err on the side of caution and arranged all of these chronologically, though some ledgers overlap and were obviously kept to document different purposes.  This made sense to me, however, because from the average researcher's perspective, it seems easier to approach things chronologically than categorically for a more holistic approach.  The collection is also still small enough that having to do a little digging wouldn't be too arduous.  Overall, this "think like a researcher" strategy has been very helpful with my processing projects, especially when I let my nit-picky perfectionism start to take over and need to ground myself in terms of what the real goals and expectations are in description and categorical analysis.

I anticipate that I will complete arrangement of the financial series during week Fifteen, after which I'll clean up my inventory a bit (I have a horrible "notes to self" habit), then send it along to Craig and Cherry.  After the inventory's official approval, I can start on refoldering and reboxing.  There are a few items set aside for the Preservation department to address (two fragile scrapbooks, the brittle 100+ year old pulp magazines, and some oversized newspapers; more on all that next week).  At this point, I doubt that all this will be completed by the end of the semester, but you never know!  As usual, I'll keep you updated.  Either way, the Mystery Writers of America mss. is well on its way to intellectual arrangement, description, and access!  What a beautiful archival cycle.

Amy

PS: One more article abstract to come... and hopefully some more photos to round out the semester.

Week Nine: Delving into Mystery Writers of America mss.

After the ninth week of my internship, I find myself in the glorious throws of spring break! This doesn't actually mean much to me this year, as I'll spend my week working, catching up on internship hours that I missed in previous weeks, and applying for jobs(!). Still, there is certainly a different vibe and rhythm to the town this week with most undergraduate students off to warmer climates or heading home for a change of scene. The grocery store was practically empty when I stopped by on Saturday afternoon--a true attestation to migrating populations. I'll enjoy the comparatively empty streets and bus rides to campus in the coming days. The break is also a great forced reality check, making me step back to consider exactly what I need to accomplish in the quick six weeks to come post-break. After the break week's change of pace, I hope to start up again with renewed energy--something quite realistic considering the longer days and gradual greening taking shape in Bloomington.

Enough chatter, back to internship business! The week leading up to spring break was a good one for me at the Lilly. I'm changing gears and diving headfirst into processing the Mystery Writers of America mss. (find the current collection description here). I may refer to the organization as MWA in future references. To quote from the organization's website, the Mystery Writers of America " is the premier organization for mystery and crime writers, professionals allied to the crime writing field, aspiring crime writers, and folks who just love to read crime fiction." On Tuesday, I finished assessing the collection; in physical terms, it includes 31 boxes, some of which were partially processed by the archives at Boston University--the collection's original home. There is already a partial inventory that includes content lists for items in boxes 1-25. Though almost all files are present, organization within boxes does not match that as it appears in the inventory.

While taking my own inventory of MWA mss., I noted some obvious series into which the collection may be organized. At present, materials seem to be inventoried according to some of these obvious series (correspondence, subject files, financial, etc.), however materials often overlap categories. It also seems that the collection came in through several accessions over time, since many of these series are repeated as box numbers progress. I posed this supposition to Cherry, who confirmed that this was indeed the case. The boxes lacking representation in the existing inventory, number 26-31, contain manuscripts (drafts for publications) as well as newsletters, all of which will be simple to itemize and organize into series arrangement.

I submitted a series proposal to Cherry and Craig on Tuesday afternoon, and I received confirmation that most of my ideas are satisfactory. The only thing that we'll need to explore in more depth is the Financial series. At present, we have a number of check stubs, item level receipts, and other similar minute financial documentation not ordinarily retained in institutional repositories, such as the Indiana University Archives. However, because the Lilly's general collection policy and specific MWA mss. acquisition agreement states that no "weeding" (my apologies for using this contentious term!) will be performed on the materials, we may indeed retain these documents. From my initial assessment, it seems that we have at least one or two full cartons containing such documents. It certainly should not be a problem to process these along with the rest of the collection, but then again, should my supervisors and the active Mystery Writers of America group decide that there is low evidential and informational value in the documents, it will be more space effective to remove the items from the collection. The Lilly has an ongoing acquisition with the MWA and will receive future materials at later dates, thus the retention of financial materials in the current collection may well affect what the library acquires in the future. Again, this will not be my decision to make, though I am of course curious as to what the ultimate decision will be. Cherry and I will look at the materials after she returns from a week out of town.

Otherwise, on Thursday I got to processing initial portions of the collection. I decided to start with a box full of Audio and Video materials--cassette tapes, VHS cassettes, and one Beta cassette. I created an inventory for them, as none existed beforehand, and I will deal with proper housing later on. At present they are organized in alphabetical order by title and format. In the past, I've left items such until the tail end of my processing endeavors. This time, I wanted to give them the attention that they deserve at the outset of processing, perhaps because of a recent presentation in my Manuscripts class by IU Film Archivist Rachel Stoeltje. Rachel addressed various material formats and degradation issues that archivists may encounter when processing collections. She also discussed a potential project in the works for Indiana University to build a media preservation laboratory. How exciting! The idea is that IU may become a regional preservation hub for audio and video materials preservation and digitization. Professional consensus is that audio and video objects are not static, and they will not last forever. In order to remain viable and retain content, which lends a unique component to cultural heritage documentation of places and traditions throughout the world, audio and video materials must be continually migrated to usable mediums. At present, transfer to digital media and capturing/linking thorough metadata related to sound/visual content as well as original physicality is the best option for preservation.

Priority for audio and video preservation is something I learned about in-depth last semester, through a great Audio Preservation Principles and Practice course. In case all of my chatter made you curious, you can visit the Sound Directions Project website to learn about a collaborative project jointly pursued by Indiana and Harvard Universities; it provides a great introduction to the state of audio preservation and provides access to specially developed FACET software--potentially a great resource for repositories of all sizes and budgets when analyzing preservation priorities. To quote the website,

"The Field Audio Collection Evaluation Tool (FACET) is a point-based, open-source software tool that ranks audio field collections based on preservation condition, including the level of deterioration they exhibit and the degree of risk they carry. It assesses the characteristics, preservation problems, and modes of deterioration associated with the following formats: open reel tape (polyester, acetate, paper and PVC bases), analog audio cassettes, DAT (Digital Audio Tape), lacquer discs, aluminum discs, and wire recordings. This tool helps collection managers construct a prioritized list of audio collections by condition and risk, enabling informed selection for preservation. Using FACET provides strong justification for preservation dollars."

Many of the issues affecting audio and video materials are similar, though digital audio preservation is, at present, more realistic and "do-able" for most institutions; digital video preservation, on the other hand, requires massive data storage space, making it more difficult for many repositories to pursue at present. Thankfully Indiana University is a large institution with a fantastic computer science and data infrastructure program, meaning such an endeavor may be possible in the not-so-distant future.

And that, readers, is what we call a tangent. I think that means it's time to close. More adventures in processing to come next week as I take on paper-based records!

Best,
Amy

Week Four: Processing, ice storms, and more processing

I don't mean to sound monotonous, but this week I spent more time *surprise!* processing the Claxon mss. II collection. My hours were truncated a bit on Tuesday due to my paranoia about the ice and snow storm that walloped a large portion of the country this week, but I still managed to make decent progress. As of when I left the Lilly on Thursday afternoon, I had browsed through all files; added date ranges for every folder, subseries, series, and the collection as a whole; and arranged every folder according to the arrangement scheme I discussed with Craig at the outset of my collection analysis. Craig will sort through my work on Friday and/or Monday, and we'll discuss any issues or changes that he identifies.

I feel pretty good about my progress thus far. Though I worry that the arrangement and description of the writings series--which includes approximately two boxes of sermons--leaves a bit to be desired in the way of intellectual access by potential users viewing what will become the collection's finding aid, I feel that this is inevitable with the MPLP ("more product less process" for any of you outside of the archives profession) approach I took to these particular materials. Painstakingly sorting through each item and re-categorizing it according to title, date, Biblical passage, etc. would be incredibly time consuming, disrupt original order imposed by the creator, and present problems in the way of how to deal with items devoid of titles, dates, etc.

As I have discussed with colleagues in the past, sometimes it is best to let the researcher do the research and dig through a collection to see what they can find rather than have the archivist spell everything out. Given burgeoning backlogs, small budgets, ever-expanding professional duties, and the unavoidable constraints of time, interfering with the arrangement to meticulously process collection materials is frequently beyond the professional scope and abilities of archivists at a large volume of institutions.

I am, however, aware that some collections are still meticulously arranged to better provide more direct access to users. For example, at the Indiana University Archives, the Political Papers archivist recently received a grant to be used toward processing the papers of Birch Bayh, a former United States Senator from Indiana. I am not familiar with all the minute details, but I am aware that a number of student workers are assisting with this project by sorting through materials at the item level and meticulously grouping and arranging like materials so as to provide streamlined access to this voluminous collection, which documents Bayh's term as senator. I can certainly see the rational behind this high level of processing, as Bayh played a significant role in state and national political history, and it is expected that this collection may be used relatively heavily. Because the collection is so large, it would be arduous for researchers to access specific topical information if MPLP was employed during collection processing.

Anyhow, I really do need to expand my topics of discussion on here. While I enjoy that this is an outlet for my rational while processing, I also want to highlight some of the materials within the Claxon mss. II collection. I hope to remember to bring my camera in when I intern some time this week. Some of my favorite items include photographs, a memorial sermon written in memory of John F. Kennedy and present by Neville Claxon in Nigeria, hand painted African greeting cards, and a West African recipe booklet. Expect a bit more variety on the blog in weeks to come.

On an aside, have a good Superbowl Sunday! Though I am not a huge football fan, I enjoy the idea of it as a collective American experience. Relatedly, one of the major concepts that attracts me to archives is the documentation of collective history. I assume that the National Football League has archival holdings somewhere--be it in its own archives or at an existing archival institution--through which people of all backgrounds can connect through shared memories and events.

Cheers,
Amy

Week One: An Introduction

[These first-post introductions are inevitably awkward, but I am going to embrace that.]

Greetings, blogosphere! I am creating this blog in tangent with my Spring 2011 internship at Indiana University's renowned Lilly Library. I'll be working in the Manuscripts division, which lays claim to more than 7.5 million items making up a diverse collection of materials dating from medieval to modern. Highlights include, but are certainly not limited to, the papers of Upton Sinclair, Orson Welles, and George Washington's letter accepting the presidency of the United States. I am continually surprised to learn what bits of history made their way to this small city in southern Indiana by one means or another. Please pardon my boasting. I am still getting over the star shocked phase.

As for myself, a brief introduction: my name is Amy Jankowski, and I am currently a graduate student working toward an MLS under the Archives and Records Management specialization at Indiana University Bloomington. I first considered archives as a career path during my senior year of college while employed as a collections registration assistant at the University of Illinois' Spurlock Museum. At the time, my supervisor was working toward an MLS herself and hoped that it would advance her opportunities in working with museum collections. As an anthropology major panicked about how I might find a career for which my interests in cultural heritage preservation would remain relevant, this sounded like the perfect solution. Since then, I have dabbled in museums, libraries, and archives in various capacities, and I am increasingly convinced that this is the right path for me.

Since coming to Indiana University, I have been employed as a graduate assistant at Wylie House Museum--the home of IU's first president, Andrew Wylie, which was restored as a historic house museum in the 1960s--and as a student processor at the University Archives. Both experiences have given me invaluable perspectives into the profession's diversity and how I may adapt my degree in the future. My interest in interning at the Lilly Library is to work more directly with special collection manuscript processing, which will add one more facet to my understanding of the field. Cherry Williams, Curator of Manuscripts, is serving as my official internship supervisor. On a day to day basis, however, I will be working more directly with Manuscripts Archivist Craig Simpson, who will be orienting me to my projects as well as answering all of my minute processing questions over the course of the semester.

My time as an intern will primarily be spent on processing, though I hope to also have the opportunity to try my hand at reference, learn about the acquisition stage collection level description process, and soak up whatever other morsels of archival wisdom may come my way. At the outset, Craig selected the Claxon mss. and Claxon mss. II for me to process. These collections represent the papers of Emma and Neville Claxon, who spent more than thirty years working as Baptist missionaries in Africa. The collections include correspondence, sermons, writings, and a variety of other subject files.

On my first day, I already learned something about the Lilly's acquisition policy, which advises that each distinct acquisition be organized and identified as a distinct collection. For example, though Claxon mss. and Claxon mss. II represent the papers created by the same individuals, they were acquired by the library at two different times through two different individuals--Emma Claxon in the case of Claxon mss. and Carol Polsgrove (daughter of Emma and Neville Claxon, who parted with the materials after her parents' death) in the case of Claxon mss. II. This is interesting to me, as I have worked on amalgamated collections at different institutions in the past, where related materials are combined to form a single collection. I can see certainly see how the Lilly's policy makes sense in terms of intellectual content and original order, both which may represent intellectual relationships and organizational values of the creator. I also gather that this policy is may be related to varying legal terms upon which different collections are donated, purchased, and subsequently made accessible. I plan to search around the archival professional literature for an article related to similar ideals in order to gain a more sound grasp on the Lilly's acquisitions ideology.

Anyhow, having completed my first week as an intern, I can say with confidence that I know how to navigate my way from my work space to the lunch room, a small feat in itself after a whirlwind tour of the building (Ha-ha). More impressively, I can also say that I completed processing my first collection, Claxon mss.! I must be a processing machine, right? Well, not quite. The collection is housed in a single document case box (~0.4 cubic feet), consists of only two series: Correspondence and Writings, and was largely already processed. I just needed to double check that all correspondence was in ascending chronological order, type up the inventory (aka folder list), and revise the collection description. Craig explained the Lilly's streamlined, "assembly line" sort of process to encode and make finding aid materials available online. Working in an abundantly staffed institution certainly makes the process much less arduous on the archives staff! Nevertheless, I hope to eventually try my hand at encoding my own finding aid towards the end of the semester.

As week two of my internship begins, I will continue preliminary evaluations of the materials in Claxon mss. II. This collection was only basically described in terms of probable general series at its point of accession, thus I will need to evaluate the materials, manage any preservation problems, develop a processing plan, refolder, arrange, and describe the materials in more thorough detail. As usual, I just need to keep myself from getting too enraptured by the materials and stay on track with my processing objectives. I am exciting for what the coming weeks may bring!

If my archivally oriented rambling are of interest to you, I hope you will check back on my blog periodically to learn about my progress and any other intern adventures!

Best,
Amy