Technical Services at Mudd Library: What do they do?

Ever wonder what some of the staff here at Mudd spend their time working on? Our Technical Services department has been hard at work and here is a quick summary of what they have completed!

Maureen Callahan: Public Policy Papers Project Archivist

Maureen has been supervising the final inventory work for the Bill Bradley papers, working with Dan Linke on an exhibit about Woodrow Wilson and the 1912 election, and writing help text for the new finding aids site, which is now in beta testing, (along with her usual reference and accessioning work). She is also organizing a June 26 Delaware Valley Archivists’ Group meeting about copyright, copyfraud and rights & permissions policies in archives.

Lynn Durgin: Special Collections Assistant for Technical Services

Lynn worked with ProQuest, the Graduate School and OIT to implement a policy change on Publishing Options for Princeton University Dissertations, which now allows for dissertation embargoes in ProQuest and in Princeton’s DataSpace.  She also completed processing of 13 University Archives accessions.

Adriane Hanson: Economic Papers Project Archivist

Adriane is wrapping up the 2-year grant project to process 2,500 linear feet of American Civil Liberties Union Records, which will be completed in June.  This month, she finished the finding aid for the last series, so we now have the description of the entire collection online and researchers have started to come use it, and we physically put the boxes in order.  She also started planning for the next phase of the Daily Princetonian digitization project, which will be for the years 2003-present and will repurpose PDFs saved by the Daily Princetonian staff where possible.

Christie Peterson: University Archives Project Archivist

Christie completed reconciling the results of last summer’s P collection (Princetoniana) shelf read with Voyager (our cataloging system). She continued to investigate tools and methods for accessioning and managing born-digital materials in the archives through a site visit with electronic records archivists at Yale University. She also integrated additions to 12 different collections, oversaw the processing of another collection by a Special Collections Assistant, and met with developers from OIT to plan and move forward on the creation of a new web interface for the redesigned photograph, AV and memorabilia databases.

The group also discussed readings selected by Lynn from Controlling the Past: Documenting Society and Institutions, Essays in Honor of Helen Willa Samuels. The selections (one by Richard Katz and Paul Gandel and one by Elizabeth Yakel) reflect on documentation strategy in the context of the digital age and social media.

Questions? Email: Mudd Library

She Roars. We Record.

By: Q Miceli ’12

A year ago, after the introductory slideshow at the She Roars Conference for female Princeton graduates and students, various audience members asked President Shirley Tilghman if there was a museum or other exhibit documenting the history of women at Princeton. I remember President Tilghman directing the conference participants to Mudd Library if they were interested in learning more about the history of coeducation at Princeton. Mudd has featured an exhibit this year called “She Flourishes: Chapters in the History of Princeton Women,” However, Wikipedia articles about Princeton women created using University archives resources would enhance the online accessibility of this information, while ensuring its reliability.

Women_at_Princeton_Edit-a-thon_II_01

Enter the idea of hosting another Wikipedia Edit-a-thon at Mudd, this time on the theme of Women at Princeton. Wikimedia Community Fellow Sarah Stierch’s recent interview on CBC Radio 2, in which she discussed the Wikipedia gender gap and the fates of articles about women in academia, inspired me to organize this even to highlight the contributions women have made to Princeton as an institution and to help close the Wikipedia gender gap.

Women_at_Princeton_edit-a-thon_05

With help from members of the Wikimedia of NYC chapter, new Wikipedia editors teamed up with experienced Wikipedians in order to research and create articles for the history of women at Princeton, Coeducation at Princeton, and a few notable faculty and staff members. By the end of the day, we had drafts of articles in a few different users’ sandboxes on Wikipedia and an article on coeducation that is ready for expansion.

Women_at_Princeton_Edit-a-thon_II_04

Sophomore Anna Kornfeld Simpson wins a gold star for using the most books in the reference room while researching women engineers at Princeton!

By the numbers, we had:
*Total participants: 15
*Princeton students: 4
*Usernames created: 5

Article Creations
*Coeducation at Princeton University
*Karin Trainer
*History of Women at Princeton University
*Margot Canaday

Article Expansions
*Elaine Pagels
*Evelyn College for Women
*Addition of the first editrix of The Daily Princetonian, Anne C. Mackay-Smith ’80 and the first woman business manager, Judy E. Piper ’76

Wikimedia Commons Category
*http://commons.wikimedia.org/wiki/Category:Women_at_Princeton_editathon

We invite you to keep the momentum going by checking the meetup page, choosing a topic, and contributing your time and article-writing talent.

Check in with us on Twitter @muddlibrary and Facebook

Applying “More Product, Less Process” to very large collections: Mudd archivist presents at professional conference

MARAC
Recently project archivist Adriane Hanson participated in a panel at the recent spring conference of the Mid-Atlantic Regional Archives Conference (MARAC) in Cape May, NJ. The topic of her talk was how she is handling the size of her current project, processing 2,500 linear feet of the records of the American Civil Liberties Union Records in a two-year project funded by the National Historical Publications and Records Commission (NHPRC).
In a nutshell, this feat is accomplished by:
1. Stay on top of the schedule through careful project management, collecting metrics to have realistic data on how long each task requires, and frequently revisiting and adjusting the timeline of the project.
2. Be flexible about the workflow, examining the way you have always done things and adjusting as needed to better work with a massive collection.
3. Think of it as data management. Use tools to repurpose data from one step of the project to another, and to analyze and transform the data once the box inventories are complete.
4. Spend extra time writing descriptions about each part of the collection to provide the researcher with important keywords to search for and context to understand the significance of the section. But do not spend time on description that is not aiding in searching, such as lists of document types in the collection inventory. Time should be spent on value-added description.
The slides and text for her presentation are available here.
If you have any questions for her, you can reach her by email: ahanson@princeton.edu

Dissertations in Dataspace policy temporarily changed

The Graduate School’s policy of having dissertations submitted into DataSpace, the University’s Open Access repository, has been changed temporarily, pending resolution of some outstanding questions. David Redman, Associate Dean of the Graduate School, sent the following message out late today. If you have any questions, please contact us:

Dear Directors of Graduate Studies,

As many of you know, the Graduate School, working with the University Archives, established last fall new procedures for the submission of Ph.D. dissertations to ProQuest. Two significant changes were: a) agreeing to use ProQuest’s Electronic Theses and Dissertations (ETD) submission portal, which greatly speeded the ability of students to submit their dissertations; and b) eliminating the necessity of a second hard-bound copy of the dissertation in favor of storing an electronic copy of the dissertation on Princeton’s DataSpace and making the electronic “second copy” accessible there. One consequence of the second change was that our students’ dissertations became almost instantly accessible to anyone with a good search engine. In short, Princeton dissertations were “out there” in the world faster than we had imagined. This has caused some anxiety and distress among many of our new Ph.D.’s, so much so that we are amending our procedures in the following way.

By the end of this month, we will restrict access to doctoral dissertations in DataSpace to those on the Princeton.edu domain, that is, to on-campus users.

This is an interim and (we hope) relatively short term address to a larger problem of easy and fast access to Ph.D. dissertations at a time when students, particularly those in the humanities and social sciences, are anxious about their opportunities to publish their work and advance in their careers. The Graduate School has already had preliminary discussion with some members of the Policy Subcommittee about this issue and wants to continue the discussion with them about refining our policies and procedures.

Thank you for your interest in and concern about this issue. If you have any questions, please do not hesitate to call (x8-3902) or write me (dnredman@princeton.edu).

–David Redman
Associate Dean

UPDATE: As of today, March 23, dissertations in DataSpace are now restricted to on-campus users only. However, please note that if Google has cached a PDF that it crawled previously, that PDF will remain in Google’s cache until Google expires it. That typically takes a couple of weeks, but that’s entirely up to Google.

UPDATE: As of November 5, all dissertations that have not been granted an embargo are available via Dataspace.

Scholarship Available for Graduate Students

TigerFOL

Lynd Ward, acrylic painting on Japanese paper. Cotsen Children’s Library.

The Friends of the Princeton University Library Prize for
Outstanding Scholarship by a Princeton Graduate Student
First Prize: $1,500 + Publication
Second Prize: $500 + Publication
Competition for Essays Written in the 2011-2012 Academic Year

The Council of the Friends of the Princeton University Library invites students enrolled in all departments of Princeton University’s Graduate School to compete for the Prize for Outstanding Scholarship by a Graduate Student. First and second prizes will be awarded for essays based on research in one or more divisions of the Library’s Department of Rare Books and Special Collections–Cotsen Children’s Library, Graphic Arts, Historic Maps, Manuscripts, Numismatics, Public Policy Papers, Rare Books, University Archives, Western Americana–and/or in the associated Scheide Library, Marquand Library, and East Asian Library. Essays of all lengths and on all topics will be considered. To be eligible, authors must be enrolled in a Princeton University graduate program in the academic year 2011-2012. Essays will be judged on scholarly merit and creative use of Special Collections materials.

The winners will be announced on October 15, 2012, and the winning essays will be published in a forthcoming issue of the Princeton University Library Chronicle.

To enter an essay in this competition, send one copy (file attachment or printout) and a completed application form to: Gretchen Oberfranc, Princeton University Library Chronicle, Department of Rare Books and Special Collections, Firestone Library. (Electronic submissions may be sent to goberfra@princeton.edu.) Application forms are available online at www.princeton.edu/~rbsc/new/application-12.pdf. Entries may be sent at any time but must be received by August 17, 2012. For further information, call 609-258-7093 or write or send e-mail to Ms. Oberfranc.

Wikipedia Edit-a-thon at Mudd Library

by: Q Miceli
A group of sixteen enthusiastic volunteers, including Princeton undergraduates, Princeton community members, Wikipedians from the Wikimedia-New York City, and Mudd Library staff, gathered in the Wiess Lounge on Saturday, 18 February 2012, to write and update Princetoniana Wikipedia articles.
Princeton_editathon_Get_the_food_1st
In July 2011, I participated in an edit-a-thon about the Armory Show at the Archives of American Art in Washington, D.C. A Wikipedia edit-a-thon is a gathering of individuals creating Wikipedia articles and uploading media related to a theme, events, subjects, or places. Once I saw firsthand how GLAM (Galleries, Libraries, Archives, and Museums) institutions and Wikipedia can benefit one another, I returned to Princeton and my student job at the Princeton University Archives inspired to act on this experience. After discussing the idea with University Archivist Dan Linke, we decided to host an edit-a-thon in February with the theme of “A Valentine for Princeton.” The goal was to have participants update pages on Princeton’s presidents and other Princetoniana materials.
Mudd_Library_Edit-a-thon_participants
On the day of the event, after introductions over pizza and Indian food, I gave a brief PowerPoint presentation describing basic principles of Wikipedia articles: notability, neutral point of view, reliable sources, and individual accountability. Reference Archivist Christie Peterson introduced the reference room and the sources available for participants to browse. After that, we were off!
Choosing_Topics

Choosing topics.
Discussing_the_finer_points_of_Wikipedia

Discussing the finer points of Wikipedia.
While writing articles about topics such as Seeley G. Mudd Library to the Putnam Collection of Sculpture to the East Asian Studies Department, and updating articles about the Log College, the Two Dickinson Street Co-op, and the Joseph Henry House, we used reference room publications and online resources to increase the number and reliability of Wikipedia articles about Princeton University.
RefRoomWriters

Princeton resident Mimi Omiecinski said about the event, “My family was so impressed that I was doing this today.” Wikimedian Pete took photos of the nearby eating clubs to update their pages. A Free Culture Chorus recorded a rendition of “Old Nassau”, and both the pictures and the recording are available on the Wikimedia Commons website for the event: http://commons.wikimedia.org/wiki/Category:Editathon,_Princeton_University. We challenge any Princeton University a cappella group to upload an animoso version of “Old Nassau.”

By the numbers, we had:

16 attendees
6 usernames created
4 articles created
9 articles expanded

We look forward to holding more edit-a-thons in the future!

For more information:
http://en.wikipedia.org/wiki/Wikipedia:Meetup/Princeton_University_Edit-a-thon

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.