Monthly Archives: September 2011

Annual Report 2011: Goals for Fiscal Year 2012

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To final­ize our series on our 2011 Annual Report, please see a descrip­tion of our goals for fis­cal year 2012:

  • Com­plete NHPRC-funded ACLU pro­cess­ing grant
  • Col­lec­tion devel­op­ment: con­tinue to build the Pol­icy col­lec­tions through dona­tions and efforts such as the Baker Oral His­tory Project
  • Imple­ment Aeon for reg­is­tra­tion and other pub­lic ser­vice functions
  • Con­tinue high level of pub­lic services
  • Begin work on redesign of EAD website
  • Con­tinue to exploit our blog, Face­book, and other social media as part of out­reach efforts.
  • Com­plete Daily Prince­ton­ian dig­i­ti­za­tion project
  • Build a records man­age­ment program
  • Suc­cess­fully host IMLS intern
  • Con­tinue Uni­ver­sity Archives pro­cess­ing and description
  • Com­plete descrip­tion of addi­tions to audio­vi­sual and mem­o­ra­bilia col­lec­tions; fin­ish P-collection sur­vey; begin HPC descrip­tion and cleanup work
  • Pro­vide access to all newly cre­ated data either through revamped data­bases and Primo, or con­ver­sion to EAD
  • Con­tinue work on pro­cess­ing and descrip­tion doc­u­men­ta­tion enhance­ment and consolidation
  • For­mal­ize plans for start of elec­tronic records man­age­ment program
  • Shift to elec­tronic sub­mis­sion of doc­toral dis­ser­ta­tions begin­ning in Fall 2011

We hope you enjoyed our series on our 2011 Annual Report. You may read it in its entirety here. Check in next year for a review of our activ­ity in FY2012!

Annual Report 2011: Exhibitions, Public Relations, and Outreach

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As a con­tin­u­a­tion of our series on our 2011 Annual Report, please see a descrip­tion of our work in exhi­bi­tions, pub­lic rela­tions, and outreach:

  • The John F. Kennedy exhi­bi­tion assem­bled by Nicole Milano in August 2010 was very well-received, so much that we extended its run through the end of August 2011. In addi­tion, in March Mudd co-hosted a panel with the Woodrow Wil­son School enti­tled “JFK and Civil Rights: 50 Years After” that filled Dodds audi­to­rium. John Doar ’44 and Nicholas Katzen­bach ’43 were the high­lights of the panel that rem­i­nisced about their ser­vice in US Jus­tice Depart­ment in the first half of the 1960s. A din­ner in the Gar­den Room at Prospect fol­lowed where over 50 peo­ple dined with the speak­ers, includ­ing Pres­i­dent Shirley Tilghman.
  • Mudd hosted an Open House on Sat­ur­day, Octo­ber 23, fea­tur­ing the exhibit and stacks tours that attracted 17 people.
  • The Mudd blog con­tin­ues to be a source of infor­ma­tion on new col­lec­tions, inter­est­ing ref­er­ence inquiries, dig­i­tal col­lec­tions, staff, acces­sions and find­ing aids, and other library news. We cre­ated 25 new entries last year. Mudd con­tin­ued to expand its embrace of social media this year by adding a new blog, The Reel Mudd, devoted to pro­vid­ing access to our audio­vi­sual media, with 58 entries fea­tur­ing over 85 films. We also launched Face­book and Twit­ter sites. At the con­clu­sion of the fis­cal year, our Face­book page had over 200 monthly active users and we had more than 200 wall posts, a sig­nif­i­cant num­ber of those orig­i­nat­ing from our Twit­ter account where we deliver the “This Day in Prince­ton His­tory” facts.
  • In con­junc­tion with Alumni Day, Mudd Library assisted The­atre Intime’s 90th anniver­sary din­ner in Feb­ru­ary. Stu­dent mem­bers assem­bled an exhi­bi­tion in the Har­lan Room that was viewed prior to the din­ner which was served in the read­ing room.
Stay tuned for fur­ther dis­cus­sion of our goals for fis­cal year 2012.

Annual Report 2011: Collection and Financial Development

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As a con­tin­u­a­tion of our series on our 2011 Annual Report, please see a descrip­tion of our work in Col­lec­tion and Finan­cial Development:

  • See the entries on acces­sion­ing Pub­lic Pol­icy Papers and Uni­ver­sity Archives for col­lec­tions of note acquired in this fis­cal year. In addi­tion, dur­ing the past year gift agree­ments were signed with Edward Djere­jian (who served as Ambas­sador to both Syria and Israel) and James Hoge (the out­go­ing edi­tor of For­eign Affairs), though no doc­u­ments were deliv­ered dur­ing the fis­cal year.
  • Linke fin­ished rais­ing money for the dig­i­ti­za­tion of the Daily Prince­ton­ian, with over a quar­ter of a mil­lion dol­lars accrued for this project.
  • The James Baker Oral His­tory Project com­pleted seven addi­tional inter­views with Susan Baker, Edward Djere­jian, Fran­coise Djer­jian, Mar­lin Fitzwa­ter, John Major, John Sununu, and Robert Zoellick.
Stay tuned for fur­ther dis­cus­sion of our 2011 work involv­ing exhi­bi­tions, pub­lic rela­tions, and goals for fis­cal year 2012.

Modernization of Dissertation Submission Procedures

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One of the Uni­ver­sity Archives’ impor­tant roles is to pre­serve and pro­vide access to Prince­ton Uni­ver­sity Ph.D. dis­ser­ta­tions and Master’s the­ses. Recently the Mudd Man­u­script Library has taken steps to both mod­ern­ize and stream­line the process that Ph.D. can­di­dates carry out to sub­mit their dis­ser­ta­tions, while at the same time improv­ing access to these works.

Part­ner­ing with ProQuest

Since 1950, the Uni­ver­sity has part­nered with Pro­Quest (for­merly UMI) to pub­lish and dis­sem­i­nate the work of Princeton’s Ph.D. stu­dents to the wider aca­d­e­mic com­mu­nity. After decades of mail­ing bound man­u­scripts to Pro­Quest for micro­film­ing and/or scan­ning, and more recently, mail­ing CDs with PDFs of dis­ser­ta­tions, Prince­ton Ph.D. can­di­dates will now upload their own PDFs to Princeton’s ETD Admin­is­tra­tor site (www.etdadmin.com/princeton). Can­di­dates will choose pub­lish­ing options, decide if they want Pro­Quest to reg­is­ter their copy­right, and pay any rel­e­vant fees on the site as well.

Reduced Cost for Students

The new online sub­mis­sion sys­tem allows can­di­dates to real­ize sig­nif­i­cant sav­ings in pub­lish­ing fees—Traditional pub­lish­ing is free and Open Access pub­lish­ing is $95—in both cases, a sav­ings of $25 over the pre­vi­ous process. The optional copy­right reg­is­tra­tion fee remains $55, and a dis­ser­ta­tion main­te­nance fee of $15 is due at the Mudd Man­u­script Library at the time of submission.

In addi­tion, with the new pro­ce­dure, can­di­dates are required to sub­mit only one bound copy of their dis­ser­ta­tion to the library (instead of two), which cuts their bind­ing fees in half, a sav­ings of $40 or more.

Enhanced Access to Dissertations

Depend­ing on the pub­lish­ing option that can­di­dates choose, dis­ser­ta­tions will be made avail­able either through ProQuest’s Dis­ser­ta­tions and The­ses sub­scrip­tion data­base (avail­able to the Uni­ver­sity com­mu­nity at http://search.proquest.com/pqdtft/advanced?accountid=13314) or through ProQuest’s open access data­base PQDT Open (http://pqdtopen.proquest.com/), which offers full text ver­sions of dis­ser­ta­tions to any­one with Inter­net access.

Another step for­ward in pro­vid­ing access to dis­ser­ta­tions is their avail­abil­ity on Princeton’s dig­i­tal repos­i­tory, Data­Space http://dataspace.princeton.edu/jspui/. Start­ing with dis­ser­ta­tions sub­mit­ted for the Novem­ber 2011 degree award, an elec­tronic copy of each Prince­ton Uni­ver­sity dis­ser­ta­tion will be placed in Data­Space. This will be a full text, uni­ver­sally acces­si­ble ver­sion of the dissertation.

More Infor­ma­tion

Full details of the new dis­ser­ta­tion sub­mis­sion pro­ce­dures are avail­able on our web­site at: http://www.princeton.edu/~mudd/thesis/index.shtml . If you have ques­tions about the dis­ser­ta­tion sub­mis­sion process, please con­tact the Mudd Man­u­script Library at 609–258-6345 or .

Annual Report 2011: Records Management

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As a con­tin­u­a­tion of our series on our 2011 Annual Report, please see a descrip­tion of our work in Records Management:

In Jan­u­ary 2011, we hired Anne Marie Phillips as the first Uni­ver­sity Records Man­ager, kick­ing off the devel­op­ment of a for­mal­ized records man­age­ment pro­gram for the uni­ver­sity. Anne Marie spent the first three months meet­ing with admin­is­tra­tive and aca­d­e­mic depart­ment staff to deter­mine what were the most urgent records needs and to pro­vide pre­lim­i­nary instruc­tion to those who wanted to move ahead and imple­ment rec­om­mended fil­ing sys­tem and records reten­tion prac­tices. These inter­views and instruc­tional ses­sions led Anne Marie to iden­tify finan­cial records as the first group of records to address at a university-wide level, as every depart­men­tal man­ager has finan­cial account­ing and report­ing respon­si­bil­i­ties and the atten­dant records issues. To make progress in this area, Anne Marie, Dan Linke, and Dan San­ta­maria met with the Vice Pres­i­dent for Finance and Trea­surer, Car­olyn Ainslie, and her direct reports to dis­cuss the project, and the result has been that Anne Marie has been work­ing closely with finance and trea­sury staff to clar­ify cen­tral and depart­men­tal needs for finan­cial records and cre­at­ing reten­tion and dis­po­si­tion poli­cies for these records.
Anne Marie has con­tin­ued to work with depart­men­tal staff across the uni­ver­sity address­ing the man­age­ment of both finan­cial and non-financial records, con­duct­ing indi­vid­ual and group train­ing in the areas of file sys­tem devel­op­ment and the appli­ca­tion of reten­tion and dis­po­si­tion sched­ules. She has also begun cre­at­ing infra­struc­ture for the records man­age­ment pro­gram includ­ing cre­at­ing records sched­ules, estab­lish­ing meth­ods of com­mu­ni­cat­ing records man­age­ment infor­ma­tion, and build­ing part­ner­ships with uni­ver­sity staff with value to add to the records man­age­ment pro­gram devel­op­ment process.
Dur­ing the first six months of the records man­age­ment pro­gram, Anne Marie:
  • Met with thirty aca­d­e­mic and admin­is­tra­tive depart­ments to gather infor­ma­tion and pro­vide advice and training;
  • Worked with Finance and Trea­sury and Audit and Com­pli­ance to iden­tify and address the high­est pri­or­ity finan­cial records of the university;
  • Cre­ated a records man­age­ment blog, Just for the Records, to dis­sem­i­nate records man­age­ment infor­ma­tion to the Prince­ton community;
  • Deliv­ered a spe­cial­ized records man­age­ment pre­sen­ta­tion to the staff of the Teacher Prepa­ra­tion Program;
  • Rep­re­sented the records man­age­ment pro­gram at a sus­tain­abil­ity open house for the res­i­dents of 701 Carnegie, dis­cussing the pos­i­tive envi­ron­men­tal effects of good records management;
  • Devel­oped a rela­tion­ship with the PU Stor­age Facil­ity staff and iden­ti­fied how the records man­age­ment pro­gram will mesh with the records cen­ter func­tion of the PUSF;
  • Worked with Facil­i­ties staff to address records issues raised in the process of a major reor­ga­ni­za­tion in their work­flow; and
  • In con­junc­tion with the Linke and San­ta­maria, began plan­ning for an elec­tronic records man­age­ment program.
Stay tuned for fur­ther dis­cus­sion of our 2011 work involv­ing col­lec­tion devel­op­ment, exhi­bi­tions, and more.

Annual Report 2011: Digital Projects, Content, and Delivery

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As a con­tin­u­a­tion of our series on our 2011 Annual Report, please see a descrip­tion of our work in dig­i­tal projects, con­tent, and delivery:

  • Mudd staff con­tin­ued work to increase our dig­i­tal con­tent in FY11. We con­tin­ued a pilot project to dig­i­tize col­lec­tions using our photocopier’s capac­ity to scan directly into PDF files.
  • Uti­liz­ing OIT’s Web­space we acces­sioned over 8 GB of elec­tronic records from the Project on Eth­nic Rela­tions Records and made them avail­able via the online find­ing aid for the collection.
  • Mau­reen Calla­han inves­ti­gated the Zeutschel imag­ing sta­tion acquired last year and devel­oped image spec­i­fi­ca­tions and work­flow. We hope to imple­ment these rec­om­men­da­tions in the fall.
  • Christie Peter­son over­saw the cre­ation of struc­tural meta­data for vol­umes 3–8 of the Trustees Min­utes Dig­i­ti­za­tion Project. Related to this, work­ing with the Uni­ver­sity Secretary’s office and OIT, we began scan­ning 20th cen­tury Board of Trustees min­utes for ingest into OnBase, which will OCR them. Linke also worked with the Sec­re­tary and President’s office to reduce the restric­tion on the Trustees min­utes from 50 to 40 years.
  • The Dig­i­tal Library stu­dio com­pleted the imag­ing of the His­tor­i­cal Pho­to­graph Col­lec­tion: Grounds and Build­ings series (erro­neously reported last year), vol­umes three to eight of the Trustees Min­utes, and Mudd’s Polit­i­cal Car­toon Col­lec­tions, though these images are not yet avail­able online due to the redesign of the Prince­ton Uni­ver­sity Dig­i­tal Library, and, in some cases, the inabil­ity to of the PUDL to uti­lize EAD as a descrip­tive meta­data format.
Stay tuned for fur­ther dis­cus­sion of our 2011 work involv­ing records man­age­ment, col­lec­tion devel­op­ment, exhi­bi­tions, and more.

ACLU Archivists Across Time

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Paula Jabloner (left) and Adri­ane Han­son meet for the first time at the 2011 Soci­ety of Amer­i­can Archivists meet­ing in Chicago. Jabloner man­aged Mudd Library’s first ACLU records pro­cess­ing project in the mid-1990s that addressed 1,200 lin­ear feet of records and iden­ti­fied addi­tional his­tor­i­cal records. Han­son is now address­ing 2,400 l.f. of ACLU records, includ­ing those iden­ti­fied by Jabloner. Both projects were sup­ported by the NHPRC.

Annual Report 2011: Other Major Activities in Technical Services

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As a con­tin­u­a­tion of our series on our 2011 Annual Report, please see a descrip­tion of other major activ­i­ties in Tech­ni­cal Services:

  • We accepted 354 dis­ser­ta­tions and over 1,185 senior the­ses in FY11 under the super­vi­sion of Lynn Dur­gin. Dur­gin has also invested sig­nif­i­cant time prepar­ing for the shift to elec­tronic sub­mis­sion of dis­ser­ta­tions begin­ning in Fall 2011.
  • Adri­ane Han­son man­aged the Daily Prince­ton­ian Dig­i­ti­za­tion Project which was nearly com­plete by the end of the year. Mau­reen Calla­han devel­oped an ini­tial plan for dig­i­ti­za­tion of the Prince­ton Weekly Bul­letin; the project is sched­uled to begin in fall 2011.
  • Dan San­ta­maria and Mau­reen Calla­han con­tin­ued to pro­vide sup­port to other depart­ments in the Library who are now cre­at­ing EAD find­ing aids, such as the Engi­neer­ing Library and the Latin Amer­i­can Ephemera projects.
  • RBSC’s Best Prac­tices for EAD guide­lines were revised and Calla­han con­verted the doc­u­ment to wiki for­mat which allows for eas­ier main­te­nance and revi­sion. As part of the RBSC EAD Work­ing Group, Calla­han and San­ta­maria also made con­tri­bu­tions to the devel­op­ment of a frame­work for deliv­er­ing EAD data via Primo and also authored a pro­posal for a redesign of the EAD web­site in FY2012.
  • Staff, par­tic­u­larly Han­son and Peter­son, tested and eval­u­ated Archive­mat­ica for pos­si­ble imple­men­ta­tion as an elec­tronic records and dig­i­tal preser­va­tion tool.
Stay tuned for fur­ther dis­cus­sion of our 2011 work involv­ing dig­i­tal projects, records man­age­ment, col­lec­tion devel­op­ment, exhi­bi­tions, and more.