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Mining Online Catalogs
The document summarizes the PACSCL/CLIR Hidden Collections Processing Project. The project partnered with 25 special collections libraries in the Philadelphia area to process and catalog approximately 120 previously unprocessed collections totaling around 4,000 linear feet. The goal was to make these "hidden collections" discoverable by creating standardized finding aids accessible through a single search portal. The project utilized minimal processing techniques to make progress on the backlog of unprocessed material in a timely manner while still making the collections useful for researchers.
Mining Online Catalogs
- 1. Mining Online Catalogs! TheGenealogical Society of Pennsylvania,! September 10, 2011! Holly Mengel PACSCL/CLIR Hidden Collections Processing Project
- 2. PACSCL Philadelphia Area Consortiumof Special Collections Libraries • Cooperative group of special collections libraries with shared goals for their collections • Founded in 1985 with 16 member libraries • Today, PACSCL is composed of 35 member libraries – 4,000,000 rare books – 260,000 linear feet of manuscripts and archival material – 9,000,000 photographs, maps, architectural drawings, and works of art on paper – But, PACSCL itself, does not own collections www.pacscl.org
- 3. Backlog: Everyone hasit. This is not a PACSCL problem or a Philadelphia problem. This is a national problem.
- 4. Backlog exists because: • Processing archival material is a time-intensive skill. • Archival repositories are, generally speaking, underfunded and understaffed. • Collections are acquired faster than they are processed.
- 5. Hidden Collections are… • Materials in a repository’s holdings that are – Un-arranged – Un-described – Under-described • Not physically or intellectually accessible to researchers or repository staff • Not advertised to researchers
- 6. So …If noone knows it exists ! or can use it, why keep it?
- 7. Efforts to EliminateBacklog • Minimal processing: – Introduced as “More Product, Less Process” in 2005 by Greene & Meissner – Recommends 4 hours per linear foot (versus 8 to 15) – Less intensive processing: processors do not alphabetize material in folders, sometimes do not re-house material and describe collections only to the collection, series or folder level (NEVER item level).
- 8. Pros & Cons! of Minimal Processing • Arguments against minimal processing: – The collection is not “finished” – It is not as easy for researchers to find material – It is not as easy for reference staff to find materials • Arguments for minimal processing: – The collection is available to researchers in significantly less time than if traditionally processed. – Staff is able to identify the most “valuable” segments of the collections and further process them – Documented use of collections may result in grant funding for traditional processing
- 9. Efforts to Reveal! Hidden Collections Council on Library and Information Resources (CLIR) Cataloging Hidden Special Collections and Archives Initiative www.clir.org/hiddencollections/
- 10. PACSCL/CLIR Hidden Collections Processing Project • Follow up to the PACSCL Consortial Survey Initiative Project (www.pacsclsurvey.org) • 27 month project • Process and make accessible to researchers approximately 120 currently “hidden collections” in PACSCL repositories (nearly 4,000 linear feet)
- 11. 25 Participating Repositories • Academy of Natural Sciences • Bryn Mawr College • Chester County Historical Society • City of Philadelphia Department of Records • College of Physicians of Philadelphia • Drexel University Archives and Special Collections • Drexel University College of Medicine • Free Library of Philadelphia, Rare Books • German Society of Pennsylvania • Haverford College • Historical Society of Pennsylvania • Independence Seaport Museum • Library Company of Philadelphia • Lutheran Theological Seminary at Philadelphia • National Archives and Records Administration, Mid Atlantic Region • Pennsylvania Horticultural Society • Philadelphia Museum of Art • Presbyterian Historical Society • Rosenbach Museum and Library • Temple University Special Collections • Temple University Urban Archives • Union League of Philadelphia • University of Delaware • University of Pennsylvania • Wagner Free Institute of Science
- 12. Methodology • Minimal Processing(at 2 hours per linear foot) • Team processing by archival studies graduate students (trained via project “Bootcamp”) • The Archivists’ Toolkit computer program for creation of standardized finding aids.
- 13. The Finding Aid • Guide to a collection • Includes – Administrative information about the repository and donor – Biographical/historical note – Scope and content note – Related collections – Name & subject headings (authorized terms) – Inventory of contents
- 14. Example of anelectronic finding aid …
- 15. Making Collections Available Project website: http://clir.pacscl.org • Blog • Collections by Topic
- 16. Family Histories andGenealogy
- 17. PACSCL Finding AidsSite ! http://findingaids.pacscl.org • Provide a single access point for all of the region’s research collections, and therefore, present insight into the country’s political, economic, social, religious and cultural experiences, as well as Philadelphia’s role in shaping America and its citizens • Developed by the University of Pennsylvania Libraries • Finding aids from all 25 repositories in one place • We are NOT digitizing collections
- 18. PACSCL Finding Aids findingaids.pacscl.org
- 19. The Searches • Cross-repositorysearching – Useful for finding related material in multiple repositories • Keyword searching – Useful for finding every instance of a name or topic • Faceted searching – Useful in finding collections with concentrated focus in a certain name or topic
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- 23. Impact on Genealogists • We are not sure … – Are minimally processed collections sufficient for detail-oriented genealogical research? – Do finding aids created at this speed provide the necessary description for research? • Your help … – If you use one of our collections, LET US KNOW! – Participate in a user study to be conducted in future!
- 24. Now available … – 125collections (just over 4000 linear feet) – Part time student processors worked for 1 year and 11 months – At 8 hours per linear foot (traditional processing), this same linear footage would take a full-time archivist 15 years to complete.
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- 26. Albert Cook Myers! (aka William Penn’s stalker) Albert Cook Myers collection of William Penn material, Chester County Historical Society
- 27. Biographies … Bradford collectionof biographies of homeopathic physicians, Drexel University College of Medicine
- 28. In their mother’swords, Nicholson and Taylor family papers, Logan family papers, Haverford College Library Company of Philadelphia
- 29. in their ownwords, Diaries and letters, Bryn Mawr College and Haverford College
- 30. Through photographs and sketches Alma A. Clarke papers, Rush family papers, Bryn Mawr College Library Company of Philadelphia Ministerium of Pennsylvania, Lutheran Theological Seminary at Philadelphia
- 31. via the military, JohnDickinson papers, Library Company of Philadelphia
- 32. and by theland Logan family papers, Historical Society of Pennsylvania
- 33. In sickness … Alma A. Clark papers, Bryn Mawr College Rush family papers, Library Company of Philadelphia Rush family papers, Library Company of Philadelphia
- 34. … in death… Elizabeth Graham Fergusson papers, Library Company of Philadelphia Philadelphia Memorial Park Philadelphia Memorial Park records, records, Chester County Chester County Historical Society Historical Society
- 35. … and inthe heavens! Read family papers, Library Company of Philadelphia
- 36. Check us out! • Project website and blog: http://clir.pacscl.org • PACSCL Finding Aid Site: http://findingaids.pacscl.org • PACSCL website: http://pacscl.org • Contact us with input, suggestions, complaints, etc.!