CML Special Collections Project Timeline

January 18, 2013

Special Collections

The department of Special Collections contains the University Archives, Rare Books and Manuscripts, and Digital Initiatives.

ILF district 5/7 annual conference planning

01/07/2013 - 05/17/2013

This project is to plan the ILF District 5/7 annual conference that will be held on May 17th at our library.

The project is ongoing till May 17th (or even a little bit after).
The project needs our library resources and support.
The first planning committee will take place next Wednesday.

Rare Books and Manuscripts

Compiling the book budget for Special Collections

2012 - June 2013

If it is possible, I need access to Millennium including login and password. This will give me access to the exact cost of an item purchased including shipping cost. I will be able to get a more accurate total for each librarian that is ordering for specific collections. Having access to Millennium with my own login will prevent me from having to spend extra time down in acquisitions.

By using Millennium I’m able to pull a list of all items purchased for the Special Collections department, including the title of the item, exact price plus shipping cost, vendor and the dates that the items were purchased and received. This project will be completed if/when all of the Special Collections funds are utilized. This will be ongoing until all items that have been ordered are received.

Expected to complete by: The end of the 2012-13 fiscal year (June 2013)

Compiling fiscal year acquisitions statistics

July 2012 - June 2013

Compiling a list of the new items that have been ordered and received for the fiscal year. This will also help with statistics for the yearly report. I do this on a daily basis as orders come in.

Expected to be completed by: June 1, 2013

Cordell Collection cataloging

August 2012 - 2020

The Cordell Collection cataloging entails full level original or complex copy cataloging of each item of the Collection. This includes physical assessment, item research, statements of responsibility research, authority work, and other pieces pertinent to the specific cataloging necessary for its cataloging. It also includes updating the Cordell database after the cataloging and processing of each item.

This project is ongoing.

Ordering books for collections

September 1, 2012 - March 1, 2013

Ordering books for the Native American, Cordell, Rare, Debs and Indiana collections.

I fill out Purchase Request Forms to be sent down to Acquisitions. Some items I have to research on Amazon or other websites in order to find the correct ISBN number (if one is available). This will be ongoing until all Special Collections funds are spent.

Expected to be completed by: March 1, 2013 or before if the complete book budget has been spent.

Digital exhibit: Artistry of Early Books

09/10/2012 - 02/23/2013

This display will showcase some of the fine works of pre-1700 art in book form that can be found throughout Special Collections.

Part 1: Selection of items, acquiring imagery, preparing accompanying text. Complete.

Part 2: Uploading content and making the final exhibit live. I am waiting for access to the new digital display creation software, Omeka, before I can complete this part of the project.

Part 2 should be complete in 3-4 weeks once Omeka is available to me; tentative date of final project completion is February 22, 2013.

Project plan for the full digitization of the Cordell Collection

09/10/2012 - 02/08/2013

The goal of this project is to provide direction and guidance for the comprehensive digitization of the Cordell Collection.

Expected date of completion of the final draft is February 8, 2013.

Complete template/content for Special Collections newsletter

October 2012 - January 25, 2013

Digital version will be constructed.

Expected completion date: 01/25/2013

Rare Books shelf reading

January 2013 - June 2013

Since the bracing and installation of new windows, the rare books collections have been shifted and moved back twice now. They are overdue for being shelfread to ensure items are in their correct order and that book flags are still visible.

New special collections student assistants will be working on this a little bit each day.

Expected Completion: June 2013

Special Collections LibGuides

January 2013 - April 2013

Resources needed: This is a fairly new project, so I’m working on setting up a project plan for creating a skeleton framework for the individual collection LGs that can be utilized and thus not reinvent them each time. Also, I will need to work with the Acting Chair on what is necessary for the LGs pages, and make sure that there is not duplication of information from the website, as well as the necessary inclusion of information as required by the Acting Chair.

Part 1:
The LibGuides project, as it stands, consists of creating an overall LibGuide for the Special Collections department, with individualized LGs for the four main Collections: Cordell, Debs, Indiana, and Rare Books. This is subject to change pending the standing Chair’s input.

This project is ongoing, with a projected end date of mid-spring.

Special Collections outreach

January 2013 - May 2013

Research ways to promote usage of Special Collections by faculty, staff, students, and the public.
- Investigating ways to leverage class/professor lists maintained by the Library Reserves clerk to
identify course-relevant materials held by Special Collections (have excel lists).
- Created Special Collections promotional materials for use at events such as Library Extravaganza/New Student Orientation.

Expected completion date: ongoing.

Create subject lists to support core curricula

January 2013 - 2015

Resources needed: time to research methods.

Expected completion date: ongoing.

Special Collections window exhibit

January 2013 - February 15, 2013

An physical exhibit will be created to mirror display Lynn's digital exhibit created in Omeka.

Expected date of completion: to coincide with the publication of the digital version of the exhibit.

Barcoding rare books

February 2013 - August 2013

A number of books in rare books collections do not have a bar code printed on the book flag. These items need to have a catalog entry written for each item to have the bar code printed. Eventually, we could track use statistics by reading the bar code rather than tracking slips of paper as of right now.

Special considerations: Dependent on how quickly books can be cataloged.

Expected completion: If all the books were cataloged, this project would take 3-5 months of a couple students working a little bit each day.

Native American Collection cataloging

March 1, 2013 - 2020

Resources needed: This is a new collection that is being acquired by the Chair and will need a new item location in Millennium before it can be fully cataloged for inclusion into the ISU ILS system. I am able to start the MARC records, but until this is resolved there is not a way to make them fully available to patrons.

Special considerations: Since this is a brand new collection, the following have yet to be determined, but need to be considered: the standing Chair has not said if the call numbers will be standard LC, such as the Indiana Collection, LC by author, such as the Faculty Collection, or by author/title, such as the Cordell, so this is something that should be looked at before continuing; also, as of yet there has been no designated space set aside in the Green Room for the Collection, or the information for it has yet to be disseminated. I am waiting for input from the standing Chair, as well as the created Committee on how they would like to proceed with the item record creation for the Collection before I can actually finish the cataloging of the Collection.

Part 1:
The Native American Collection entails original or complex copy cataloging of each item of the Collection, as well as its processing.

This project is ongoing.

University Archives

Martin's Photo Shop photograph scanning

2010 - 2020

Scanning, describing, and uploading all prints and negatives onto Wabash Valley Visions and Voices. We're approximately 20% done out of an estimated 20-25,000 distinct images.

The end goal is to have every image from the Martin's Photo Shop uploaded and described with basic metadata associated with the images.

Expected completion: 2020

Board of Trustees minutes

2010 - 2023

Scanning and uploading the minutes for the Indiana State University Board of Trustees from 1865-2000 to Sycamore Scholars. We have 1968-1983 online now.

End goal will have all the printed minutes online alongside the minutes that are distributed solely through digital means.

Special considerations: There are microfilm copies of the earlier minutes. If a vendor could produce a high quality pdf with searchable text from the microfilms, we should be able to push the completion date much earlier.

Expected completion: 2023

Archon migration

2011 - July 2013

Open source software Archon will contain the finding aid information for all Archives collections as well as basic data for uncataloged rare books. Archon also serves as an online portal allowing researchers to determine which Special Collections resources they would like to access and also allows Special Collections staff to collect use statistics from the reading room. Currently, our Archon database is still in a testing environment not available to the public. The software and its supporting database need to be shifted to a server for public use. We would need to redesign the links on our website to route users to our archon database. Archon's layout and text would need to be customized to reflect Indiana State University and Cunningham Memorial Library.

In the meantime, we can update the finding aid descriptions that we have already so they are more compatible with Archon. Updating the descriptions should be finished by March 2013.

Special considerations: The project is dependent on Lucy's schedule and other project priorities.

Expected Completion: 2013 summer

Indiana State University Catalogs

2012 - 12/2014

Scanning and uploading each print course catalog for Indiana State University from 1870-2009 to Sycamore Scholars. We have the catalogs for 1870 through 1928 online now.

End goal will have all the print catalogs available online.

Expected completion: End of 2014

Normal Hall Preparation for Move

02/01/2012 - 07/01/2013

Items and boxes need to be identified and entered into archives database. If possible, boxes/items need to be assigned with a collection ID. Some items/collections may require processing and arrangement to better adhere to archival standards.

The end goal is to have every box and item assigned a unique ID number in our database. This will allow us to easily move the collections to a new location while retaining access to the records as needed.

Resources needed/special considerations: We need to know where the items will be moved to. In the last month or two of project, extra student time will be helpful to conduct a walkthrough and verification that all items have been entered into system

New Archives exhibit in 3rd floor display case

01/07/2013 - 01/31/2013

Display of images and brief explanatory text about Cunningham Memorial Library's past, present, and future to be printed in three panels and placed in case between restrooms on third floor of library.

Images and text have already been selected and drafted. Layout and design still needs to be completed. Need to confirm that described services/items will be available until at least the beginning of 2014. Any other administrative review necessary before putting on display?

Expected completion: End of the month

Digital Initiatives

Debs Collection Letters

2008 - December 2013

Completion through letter S. The rest of the letters following S need to be Cropped, Rotated and uploaded. I hope it will be done this year.

IMLS ETD grant document and workshop

01/09/2012 - 01/25/2013

This grant document is one of the primary grant deliverables. The document was returned from the project manager with changes, suggestion and comments last Friday. The final draft is required for submission by Jan. 25th. Further changes may be required after peer-reviews.
Also, I work on the TxETDA pre-conference workshop (around Feb 28th) registration and preparation.

Thesis Scanning project

June 2012 - June 2017

Scanning of the printed Indiana State University theses and dissertations from 1928 to 2010. Scanned items will be uploaded to Sycamore Scholars where there are stored alongside the most recently approved theses and dissertations. 600 out of 3,800 items previously only available in print are now available online.

Special considerations: It is my understanding that the funding for the students working on this project comes from outside of our regular Special Collections student budget. Continued funding of the students will determine the pace at which the theses can be scanned.

Expected Completion: Presuming we can hire two students full-time during summer months and two part-time students during fall and spring, the project should be done in 2017.

Oral Histories Digitization

January 2013 - July 2013

Oral histories obtained from the WV3 partner, St. Mary's of the Woods. Material is contained on audio cassettes and micro-audio cassettes. Student assistant started digitizing oral histories contained on standard audio cassettes January 2013.

Materials needed to complete project: micro-cassette player and necessary connections.

Expected completion date: Summer 2013

IMLS ETD grant --- Host a brown lunch bag at ISU in the week of February 4th

01/07/2013 - 02/08/2013

This project is to collect input toward all the grant documents from ISU staff members who participate in ISU ETD project or work in the workflow.
My role is to create draft slides for my document, call for a meeting and report the lunch discussion to the project manager.

Brochure/informational handout for Sycamore Scholars

January 10, 2013 - May 2013

Resources needed: None; met with Lucy last to discuss parameters/information to be included.

Expected completion date: Before end of semester Spring 2013

Publish and archive a new batch of ISU born-digital ETDs

01/21/2013 - 02/08/2013

This project is to disseminate and archive ISU born-digital ETDs at Sycamore Scholars. Projected completion date is around Feb. 10th

Preservation and archiving of digital copies

01/21/2013 - 02/15/2013

This project is to migrate Master digital files of WV3, Sycamore Scholars, Archives, Rare Books and MDID projects in different servers into one single dark archive server. All material will be routinely backed up. Some collections in the dark archive server will be preserved in ISU cache server ( part of the MetaArchive Distributed Network).

This project is on-going but the initial migration is expected to complete by the middle of next month. The collections for preservation via MetaArchive need to be considered and chosen before the preservation activity takes place.

WPA papers cleanup

February 2013 - February 2015

I am also trying to figure out which of the WPA papers have been uploaded and finish up the ones not done. The ones not finished got mixed up into the finished ones. Cinda said she would like all these cleaned up and I really don't know how long that will take because we have lots of boxes not done yet.