Exposing Hidden Collections Using Interdepartmental Collaboration: The Serials Collection in the Southern Folklife Collection Elizabeth Hobart Special Collections and Humanities Cataloger UNC Chapel Hill
Background Wilson Library Special collections library at UNC Chapel Hill Five collections: North Carolina Collection, Rare Book Collection, Southern Folklife Collection, Southern Historical Collection, University Archives
Background Wilson Library Special collections library for UNC Chapel Hill Five collections: North Carolina Collection, Rare Book Collection, Southern Folklife Collection, Southern Historical Collection, University Archives
Background Wilson Library Special collections library at UNC Chapel Hill Five collections: North Carolina Collection, Rare Book Collection, Southern Folklife Collection, Southern Historical Collection, University Archives Closed stacks
Background The Southern Folklife Collection (SFC): "The Southern Folklife Collection is an archival resource dedicated to collecting, preserving and disseminating traditional and vernacular music, art, and culture related to the American South." Includes both archival collections and bibliographic collections, including sound recordings, video recordings, monographs, and serials
The Problem Serials collection Portions cataloged Portions uncataloged and scattered Cataloged serials are spread across three locations, which were not clearly marked in the bibliographic record Holdings are not always complete Serials were treated as archival materials, not as regular bibliographic collections
The Problem Cataloged
The Problem Cataloged, Oversize
The Problem Organizations and Newsletters (partially serials, partially ephemera; serials partially cataloged)
The Problem
The Problem
The Problem
The Problem Limited staff available in Special Collections Technical Services: ~3 FTE of catalogers to serve 5 collections
Proposed Solution Request help from E-Resources and Serials Management (ESM) in Davis Library Serials cataloger had previously offered assistance Due to increasing number of electronic titles, work is somewhat declining in ESM
Process Ask ESM if help is still available Get approval from the SFC curator
Process Initial meeting Attended by representatives from four groups: Southern Folklife Collection: SFC curator, SFC assistant Special Collections Technical Services: Head of Bibliographic Cataloging Section, Special Collections and Humanities Cataloger Wilson Public Services: Reference Librarian serving the Southern Folklife Collection ESM: Serials Access Librarian Started discussing the unique challenges of the collection
Process
Process
Process
Process Initial meeting Initial decisions: Conduct a survey of holdings Duplicates would not be retained Materials would not be bound LC call numbers do not need to be assigned New items will be added to the end of the collection
Process Survey Tour with SFC curatorial staff to identify hidden pockets of serials Start wading through them to determine which are duplicates, and which should be added to the collection
Process
Process
Process
Process Survey Problem: This is long, slow work! Solution: Why wait? Survey and cataloging can be simultaneous
Process Starting cataloging: Initial serials are already cataloged, but in need of a little TLC
Process Starting cataloging: Initial serials are already cataloged, but in need of a little TLC
Process
Process
Process
Process 105-106
Process Starting cataloging: Initial serials are already cataloged, but in need of a little TLC Problem: Where to do the work?
Process
Process Starting cataloging: Initial serials are already cataloged, but in need of a little TLC Problem: Where to do the work? Solution: ESM catalogers will stay in ESM. The serials will come to them
Process Moving into production mode: First batch of serials transferred Work divided by ESM catalogers Start with one box, then send sample records to SFC staff and Special Collections Technical Services for feedback Problem: What do we do about these crazy boxes? Problem: How does this display in Aeon?
Process Moving into production mode: First batch of serials transferred Work divided by ESM catalogers Start with one box, then send sample records to SFC staff and Special Collections Technical Services for feedback Problem: What do we do about these crazy boxes? Solution: Treat the box as the item, but not worry about the other items in the box Problem: How does this display in Aeon?
Process Moving into production mode: First batch of serials transferred Work divided by ESM catalogers Start with one box, then send sample records to SFC staff and Special Collections Technical Services for feedback Problem: What do we do about these crazy boxes? Solution: Treat the box as the item, but not worry about the other items in the box Problem: How does this display in Aeon? Solution: Add a call number and volume number
Final Product Before:
Final Product Before: After:
Before Final Product
Final Product Before After
Final Product
Future Work Complete the survey Determine how to integrate new items identified in the survey
Future Work Complete the survey Determine how to integrate new items identified in the survey
Future Work Complete the survey Determine how to integrate new items identified in the survey
Future Work Complete the survey Determine how to integrate new items identified in the survey Southern Folklife Collection 30017 Box 60 v.10-v.11(1972-1973), v.12:no.3-4 (Fall-Winter 1974)
Future Work Complete the survey Determine how to integrate new items identified in the survey Label all of the boxes Determine how best to handle the oversize items
Recommendations Don t be afraid to think outside the box Always be ready to accept help Remember who s offered help Talk to your stakeholders and department heads Be prepared for meetings Be patient, but don t be afraid to follow up
Outcomes SFC serials are better described Holdings are accurate Locations are more clear, which will help reference staff ESM diversifies their workflow We re able to get much more work done New serials, sometimes unique titles, will be cataloged, exposing a valuable hidden collection
Questions? emccraw@email.unc.edu