Mudd Manuscript Library Annual Report: Fiscal Year 2012

Mudd Manuscript Library Annual Report, FY2012



The staff at Mudd Library had a very successful year in 2012 with notable highlights that include:

  • Prepared for the launch of Aeon on July 1, 2012.  This required significant work from both public and technical services staff.
  • Significant work done to upgrade access tools, in particular a new finding aids site launched in beta, and other work done to prepare for integration of EAD data into Primo.
  • ACLU project completed, with almost 2,500 linear feet of records described as part of NHPRC-funded processing project.
  • In addition to ACLU, 1,800 linear feet of other policy and archives materials described, including the Harold Medina Papers.
  • The Daily Princetonian digitization completed, with the years 1876-2002 now online.
  • Dissertation submission procedure altered to provide full-text, online access via OIT’s DataSpace.
  • Hosted IMLS intern Brenda Tindal
  • Continued high level of use of collections, both in-house and remote, with great degree of patron satisfaction, with PDF requests surpassing paper copies.

Major Activities

Public Services

In the past year, the staff of the Mudd Manuscript Library served 1,686 patrons, 211 of whom had visited Mudd prior to FY12 and 678 who were new researchers. We circulated 8,531 items (2,761 University Archives boxes/items, 5,812 Public Policy Papers boxes/items, 34 Gest rare books and 14 other items). For more on particular collections used, see Appendix A: Most used Archives and Policy collections in FY2012.

Staff also filled 354 photocopy orders totaling 39,431 pages, of which 265 orders were delivered as PDF files totaling 27,338 pages and 89 orders were fulfilled on paper, totaling 12,093 pages, so a PDF continues to be the preferred method for the majority of our users.  Scanning continues to be the default method by which we provide images for patrons and last year we filled 90 orders for 266 scans.

We responded to over 1,900 pieces of correspondence (including 882 pertaining to the University Archives and 403 to the Public Policy Papers; 16 requests for permission to quote) which arrived as follows: 1,317 e-mail; 111 telephone; 23 surface mail and 1 via fax.  Individual correspondence totals:  Maureen Callahan, 64; Christa Cleeton, 7; John DeLooper, 15; Kate Dundon, 20; Lynn Durgin, 108; Dave Gillespie, 9; Adriane Hanson, 81; Dan Linke, 207; Christie Lutz, 184; Christie  Peterson, 88; Amanda Pike, 340; Dan Santamaria, 27; Brenda Tindal, 18; Kristen Turner, 35; Helene van Rossum, 5; Rosalba Recchia, 82.   The staff also responded to more than 500 brief telephone calls.

Collectively, the staff worked with 9 different classes relating to junior papers and other research/writing projects with a total of approximately 115 attendees.

In addition, a large number of visitors took advantage of Mudd’s digital camera program as 279 patrons photographed 6,419 items from our collections, totaling 73,338 images.

John DeLooper left Mudd in September to accept a reference librarian position, and in early December, Christa Cleeton joined the Mudd staff as the new SCAIV for public services (front desk position). Christa, who had previously worked at Firestone, quickly and efficiently assumed the duties of the position, from greeting and registering patrons to overseeing student workers to carrying out special projects for Dan Linke. Significantly, Christa became the coordinator for Mudd’s social media efforts, responsible for our blogs, Facebook page and Twitter feed, all of which she has energetically attended to. She has been attending the University’s Social Media SPIN meetings, and working directly with the University’s director of social media to implement best practices and draw more attention to our social media output. Christa also assisted Lisbeth Dennis in creating a Facebook page for RBSC.

The biggest change in Mudd’s public services operations this year was the implementation of the Aeon circulation management system, done in conjunction with the rest of RBSC. All Mudd staff attended training sessions in January, with Lutz, Pike and Cleeton participating in extra training and numerous meetings regarding implementation, use, and workflow issues. Full implementation took several months, but in June we conducted preliminary tests of the system, and starting in July, began using the system.  Lutz, Pike and Cleeton worked to alert current and future Mudd researchers to the changes through our website, social media outlets, and in exchanges with patrons. Both experienced and new Mudd users have been quite receptive to the new system and particularly appreciate that they can submit requests for materials prior to their arrival at Mudd. While there was some concern among staff that we must first send researchers to the Access Office in Firestone to obtain Special Collections identification cards, we have not heard many patron complaints over the need to make this extra stop. However, this stop is a temporary measure until Mudd obtains the hardware and software necessary to create the ID cards here at Mudd.

Throughout the year, we received accolades from patrons for the quality and efficiency of the reference services we provided.

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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.

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.

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.

Annual Report 2011: Major Activities in Accessioning of University Archives

As a continuation of our series on our 2011 Annual Report, please see a description of major activities in accessioning of University Archives:

In FY11, the University Archives accessioned 162 collections or items, a total 185.11 linear feet of records. Highlights include:
All accessions received in FY2011 have been formally accessioned, but description of University Archives accessions fell several months behind in 2011 due to staffing levels. We have developed a plan that will allow for the description of all 2011 University Archives accessions by fall 2011.
Lynn Durgin also created a greatly expanded section on the Mudd website regarding transfers and donations to the University Archives including new inventory templates.
Stay tuned for further discussion of our 2011 work involving other technical services activities, digital projects, records management, collection development, exhibitions, and more.

Annual Report 2011: Major Activities in Accessioning of Public Policy Papers

As a continuation of our series on our 2011 Annual Report, please see a description of major activities in accessioning of Public Policy Papers:

The Public Policy Papers processed 40 accessions (227 linear feet) in FY11. Highlights include:
Our revised accessioning procedures, begun in 2008, continue to be employed. This requires a baseline level of processing for everything received at the library and continues to require a substantial amount of work on accessioning new material. As such, we continue to count the linear footage total above as processed material.
Stay tuned for further discussion of our 2011 work involving accessioning of University Archives, digital projects, records management, collection development, exhibitions, and more.

Annual Report 2011: Major Activities in Processing of the University Archives

As a continuation of our series on our 2011 Annual Report, please see a description of our major activities in the processing of the University Archives:

  • University Archives processing had a strong year due to the hiring of Christie Peterson as University Archives Project Archivist. Since her start in mid-September 2010,Peterson has surveyed all University Archives collections, and formulated a processing plan to ensure that all finding aids for University Archives collections larger than 2 linear feet will include inventories by the end of 2012.
  • Major collections and groups of collections addressed in 2010 include additions to the theater collections, eating club records, and oversize material. A total of 69 collections and 811 linear feet were addressed in some form in FY2011.
Stay tuned for further discussion of our 2011 work involving accessioning, digital projects, records management, collection development, exhibitions, and more.