archives preservation – The Texas Collection

Mayday, Mayday: Preservation Problems in Special Collections

Posted on May 1, 2015

By Amanda Norman, University Archivist (with images provided by TC staff)

When I first decided to pursue a career in special collections, I had visions of handling fascinating historical documents and helping researchers find that perfect record that would be the turning point in their research. And I do get to do a lot of that! But, I did not realize the extent to which the job sometimes would involve bugs, bad smells, and other unsavory finds. When people put away files—sometimes in attics and basements that aren’t climate-controlled—moisture/dryness, pests, and other challenges may settle in. And sometimes, they leave a permanent mark.

Today is the last day of Preservation Week, an observation of these sorts of problems and an effort to bring attention to them—for special collections as well as for individuals and organizations with personal libraries and archives. For MayDay, we’ve put together a compilation of distress calls we’ve seen in our work preserving materials—a preservation Hall of Horrors, if you will—and some guidelines for what to do if you encounter such problems in your own records.

These 4×5 negatives are suffering from vinegar syndrome, prompted in this case by being stored in a non-climate-controlled environment. The physical damage in these is quite evident, but you may be able to detect the telltale vinegar odor before the shrinking and channeling really get going. Once film has vinegar syndrome, it can’t be reversed, but the deterioration can be slowed by housing in a better preservation environment. (Generally speaking, that means not too dry, not too humid, and COLD.) This film may be scanned with some degree of success, but the distortion of the original is now part of the image.

These are degrading nitrate negatives. Nitrate is a sensitive thing to keep around–it is highly flammable and requires an excellent preservation environment. The NEDCC has some good guidelines for recognizing and handling such film. Nitrate was used for photos as well as moving image film. Digitization is often a good option for preserving the images.

One wouldn’t think that termites would be found in an old concrete stadium, or that they would decide to hang out in a box of Betacam SP tapes. One would be wrong. Unfortunately, the damage inflicted by these pests’ appetite is irreversible. And once pests are known to have been in materials, taking those materials into an archives is a great risk—even if the bugs are dead, you don’t know if they might have laid eggs (which can resist efforts to kill them). And we certainly don’t want to invite the bugs into our space, where they could infest other materials. Prevention is the ideal solution—but if you’re already past that point, check out the NEDCC’s guidelines for integrated pest management.

This doesn’t look so bad, right? Well, those little blobs you see on the edges of the pages…those are rodent droppings. Ick. Again, if you can keep the pests away, that would be the ideal. Failing that, you can pretty safely assume that if mice/rats have been here, insects probably were too. So follow the NEDCC instructions above, and then you’ll want to don some protective gear and use a stiff-bristled brush to get the droppings off the records.

We’re not even sure what all is going on with this 16-mm film reel container. Rust, looks like some mold, too—definitely a health hazard. Fortunately, the contents of a container are sometimes unmarred, so you can carefully rehouse the film and discard the hazmat situation.

If you’ve done special collections research, you know that food and drink aren’t allowed. The above sample is an excellent illustration of why we have this rule. That was a cough drop—presumably partially used by the original owner of the records, and somehow, dropped into a file. The cough drop then fossilized its way into the records. Our archivists judiciously used heat (via a blowdryer) and a microspatula to loosen the adhesive properties of the cough drop so it could be removed from the papers. But really? Try not to lose your hard candy or cough drops into your records.

We see all sorts of fasteners in the archives, many of which have to be removed because they have became rusty and are eating through papers. Rusty paper clips and staples are enough of a challenge—but the old practice of using straight pins to hold papers together is a particularly pokey problem for our staff. Let’s just say we have added motivation to keep our tetanus shots up to date. To prevent rusty staples and such, try to use coated paper clips and stainless steel staples.

Our print collections staff see many efforts to repair books, some more effective than others. Usually people use adhesives (glue, tape), maybe even try to sew a binding back together. In this case, someone thought they’d try a hammer and nails. As our library preservation specialist’s note says, this was not a success. The primary tenet of conservation is to make sure your repair is reversible. Often, a custom-made book enclosure is the best bet for keeping together the pieces of a book like this one.

These items are just a small samplings of the curiosities that can be encountered in old books, papers, and AV materials. We didn’t even get to digital media, which present a whole other set of preservation challenges. Despite the occasional grossness, it is our pleasure to work to preserve and make available our cultural heritage.

Here are a few websites with guidelines for taking care of your own materials:

American Institute for Conservation of Historic and Artistic Works

Northeast Document Conservation Center (NEDCC)

Image Permanence Institute

A Day in the (Texas Collection) Life: Petra Ibarra-Nagel and Priscilla Escobedo, Student Assistants

Posted on November 21, 2013

Meet Baylor seniors and archives student workers Petra Ibarra-Nagel and Priscilla Escobedo, in our latest staff post giving you a peek into the day-to-day work of The Texas Collection:

Magnified Petra — Sometimes archives work requires a closer look. Here Petra turns the magnifying glass on herself while working on the Foy Valentine papers.

My name is Petra Ibarra-Nagel and I am a senior international studies major from Bellingham, Washington. I have worked as a manuscript archives student worker since April 2011, and I also worked in the TC library this summer. I help with processing collections by making sure that materials are physically preserved to withstand deterioration over time and organizing those materials in a way that best assists researchers in their quest for knowledge.

I have had the pleasure and privilege of working with a variety of archival materials at The Texas Collection, ranging from 19^th-century pocket-sized family portraits to correspondence containing signatures of former presidents of the United States. It’s always fun to see what new materials come in—you never know what will be important elements of a historical narrative!

Smiling Pat Neff — Pat Neff was a somber man, Petra learned while working with his papers, so she was delighted to find this smiley (sort of) photo of the Texas governor and Baylor president.

My favorite collection to work on is the one that I was originally hired to assist in processing, the Pat Neff collection. Working with Pat Neff taught me a lot about the importance of preservation and organization of materials but also about integrity and teamwork. You may recognize the name Pat Neff from our campus’ beautiful golden dome-adorned administration building; however the legacy of Pat Neff extends far past his Baylor career. The former Texas House of Representatives speaker, county attorney for McLennan County, Governor of Texas, Texas Railroad Commissioner, and President of Baylor University rarely took a moment to himself.

That being said, it is understandable how there were approximately 643 boxes of Pat Neff material to process. Communication between everyone involved in processing is crucial to preserving the historical value of materials and integrity of the collection as a whole, especially when the collection contains so much material. If the materials are not processed the same way throughout the collection, locating individual items for researchers would be like trying to find a needle in a haystack…and then, without proper preservation methods, accidentally shattering the needle when you find it. In this way, The Texas Collection makes it easy to learn more about your passions throughout Texas history.

My name is Priscilla Escobedo, and I am a senior international studies major from Irving, Texas. I have been a university archives student worker at The Texas Collection for a little more than a year. I also worked in the TC library this summer.

The Texas Collection is located in Carroll Library, one of the oldest buildings on campus. It was once home to the Baylor Chapel, Baylor Museum, the early Robert Browning collection, and Baylor’s main library. I know all of this because of my work here! Some of my duties include research, our backlog sorting project, pulling books and collections for researchers, and various other archives duties.

Samuel Palmer Brooks' 30th anniversary of his Baylor graduation program — This spread comes from a program for a luncheon celebrating the 30th anniversary of the graduation of President Samuel Palmer Brooks, found while sorting backlog.

The backlog sorting project never ends. The university archives receives a box every month of newsletters, programs, flyers, and more, that get printed for the university…and these piled up over time. As a result, in addition to the new incoming boxes, we have many older boxes of miscellaneous materials that need to be sorted by department, organization, etc., so that those items can be found. The older boxes can be very interesting—I’ve found documents from the 1920s sitting next to documents from the 1980s. Needless to say, I’ve read a lot on Baylor’s history and have learned so much about life at Baylor.

Baylor University Catalogue, 1851-52 — Priscilla has relied heavily on Baylor catalogues, such as this first one from 1851, for her research for the Baylor Book of Lists project.

My main project is the Baylor Book of Lists, a project that will list out who worked at Baylor since its inception. Right now I have over 60 pages of the names of people who worked and taught at Baylor and Baylor medical school, and the classes they taught. Some courses, such as orthography and ancient geography, are no longer taught at Baylor (although the subjects might be incorporated in other classes), and it’s interesting to see how education has changed over time.

Working at the Texas Collection has taught me so much about what it’s like working in an archives and library and about the history of Texas and Baylor.

The Texas Collection turns 90 this year! But even though we’ve been at Baylor for so long, we realize people aren’t quite sure what goes on in a special collections library and archives. So over the course of 2013, we are featuring staff posts about our work at The Texas Collection. See other posts in the series here.

A Day in the (Texas Collection) Life: Paul Fisher, Processing Archivist

Posted on May 29, 2013

Meet Paul Fisher, Baylor graduate (BA 2009, MA 2011), native Texan, and Processing Archivist, in our latest staff post giving you a peek into the day-to-day work of The Texas Collection:

From Civil War hospital records, to documents about Baylor’s activities in Independence, to old photographs of early Texans, The Texas Collection has a great deal of fascinating materials. My work preparing archival record groups (groups of records that share the same creator or collector) for researchers means that I get to see all the cool items we have on a daily basis. I have a BA in museum studies and an MA in history, both from Baylor, so “old stuff” definitely fascinates me, especially Civil War-related materials.

James E. Harrison report, 1861, Carter-Harrison Family papers — One of Paul’s favorite documents in The Texas Collection is this handwritten report by Waco native and Confederate general James E. Harrison. The full document tells of his journey to the American Indian tribes in present-day Oklahoma, to see whether they would side with the Confederacy in the American Civil War.

So how do I go about preparing archival record groups for users? This usually includes organizing the collection if needed, rehousing the materials in new acid-free folders and boxes, and writing documents called finding aids to help researchers locate and use them. An increasing part of my job is to help students discover how to do this work well, whether they are student interns, students in a class, or students who work for us.

Much of my work now is devoted to preparing our new archival software system, called Cuadra Star, for launch this summer. For the past 11 months I have led a team of staff and students on a number of projects to get ready for this launch. There have been some challenges to solve along the way, but we address them and continue to forge ahead. Cuadra Star will allow us to find information, organize our collections, and provide better archival service to you than ever before.

One of my favorite activities as part of working at The Texas Collection has been working with a class from the Department of Museum Studies here at Baylor. In fall 2012, Dr. Julie Holcomb taught her annual Archival Collections and Museums class to thirteen students, and as part of the class each student processed one archival record group for use by researchers. The class was taught here at The Texas Collection, and I offered special office hours every week when students would come to work with me on their assigned archives. The project gave them valuable professional experience, and also prepared thirteen of our record groups for use.

A Homegrown Vision: Robert L. Smith and the Farmers Improvement Society" exhibit — The Keeth display case, part of the February 2012 exhibit “A Homegrown Vision: Robert L. Smith and the Farmers Improvement Society.”

We also showcase exhibits on various interesting topics throughout the year, and I have helped with several during my time at The Texas Collection. One of the most interesting was our spring 2012 exhibit, which featured the Farmers Improvement Society (FIS) and R.L. Smith. The society was founded by Smith to help African American sharecroppers in the early 1900s have access to financing for their farms, life insurance, better farming methods, and an agricultural school. Such exhibits help increase awareness of the resources we preserve. More than year after this exhibit was over, we were still receiving questions about our FIS-related records on this blog, and we hosted a research fellow this year who came from New York to spend a week studying these records.

With all of these different projects to work on at The Texas Collection, from working on record groups to planning the next exhibit, every day is different. Yet some things remain the same day to day. Every day is a chance to do more than tell people about history—it is a chance to highlight rediscovered pieces of history from the actual documents written by Baylor and Texas people past and present.

A Day in the (Texas Collection) Life: Thomas DeShong, Archival Assistant

Posted on January 31, 2013

Brann-Davis, Waco Daily Telephone — We preserve newspaper clippings such as this one from the William Cowper Brann collection to provide firsthand witness insight into events such as the Brann-Davis shootout in Waco, Texas in 1898.

The Texas Collection turns 90 this year! From 1923, when Waco physician Dr. Kenneth Hazen Aynesworth made his initial donation of materials on Texas history, to 2013, The Texas Collection has grown by leaps and bounds. But we realize that all too often, people aren’t quite sure what goes on in a special collections library and archives. So over the course of 2013, we will feature monthly posts from our staff—from faculty to student workers—offering a little peek into the day-to-day work of The Texas Collection. (It bears noting that we’re not all originally from Texas, either—but as this post notes, there is something for everybody here at The Texas Collection!) Meet recent Baylor grad (M.A. in history), Pennsylvanian, and archival assistant, Thomas DeShong:

When I arrived at Baylor University to further my education, I was largely unfamiliar with the world of archives. As a student of history, I realized that such repositories typically held interesting primary sources just waiting to be cited in the end-of-semester research paper that was inevitably due for each class. However, I was not aware of the multifaceted roles that archivists and librarians perform in order to preserve such history until I found myself with a graduate assistantship at The Texas Collection. Two years later, I am here celebrating the 90^th anniversary of the institution while studying to become a certified archivist.

Transcription, Hiram Carlton — Letters written in the 1800s often are difficult for modern researchers to decipher. We can’t afford the time to transcribe all handwritten letters (there are so many!) but make exceptions for important collections like the Hiram Carlton Civil War letters.

There are three primary tasks that I perform as an Archival Assistant–Digital Input Specialist at The Texas Collection. The first, which I have enjoyed the most, is processing. Once printed materials have been donated or purchased, it is important to preserve the original documents in the most efficient and effective manner. Papers need to be stored in acid-free folders. Photographs should be housed in clear, Mylar sleeves. Newspaper clippings might be preserved more easily through digitization. Finding aids need to be written so that the public can know about the valuable materials waiting to be researched. The act of preserving history is fulfilling and exhilarating. The Texas Collection, as its name suggests, houses materials pertaining to Texas history from the Spanish colonial era to the present day. My time here has allowed me to explore collections dealing with Texas governors, the Civil War, Baylor University presidents, missionaries, history professors, inventors, and even the Waco Branch Davidians.

Preservation work is vital to extending the lifespan of materials, but the crux of archival work is making materials accessible to the public. Texas Collection archivists have been appointed the weighty task of maintaining the cultural heritage of Baylor University, the greater Waco area, and Texas. To do this, it is necessary to describe what materials comprise our vast holdings. For the past several months, I, along with many of my co-workers, have been inputting inventories and finding aids into an online archives management system called Cuadra Star. The culmination of this work will occur in the upcoming months as The Texas Collection presents its Cuadra Star database to the public. This effort serves as evidence of The Texas Collection’s persistence in sharing with the public the vast amount of historical resources it can offer.

Waco map — The Frances C. Poage Map Room contains tens of thousands of maps relating to Texas, from early Spanish colonial maps to modern city maps.

My third major responsibility, one that has been recently bestowed upon me, is to manage The Texas Collection’s substantial Frances C. Poage Map Room. With maps ranging from colonial Texas until the twenty-first century, researchers are bound to find something to pique their interests. Most of these maps have now been organized and are searchable on BearCat, the Baylor University Libraries’ online catalog.

Not many people today can claim that they love their jobs, but I certainly can. The Texas Collection has something to offer anyone with the slightest interest in Texas history. I encourage you to celebrate this 90^th anniversary with me by coming down and exploring the rich history that The Texas Collection holds!

By Thomas DeShong, Archival Assistant—Digital Input Specialist