Annual Report 2011: Goals for Fiscal Year 2012

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

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

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

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 mudd@princeton.edu.

Annual Report 2011: Records Management

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

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

photo

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

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.