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Introducing the Division ofSpecial Collections
WHO
Uses special collections?
Am I?
WHAT
Are special collections?
WHEN
Can I go to special collections?
WHERE
Are special collections?
HOW
Do I find items in special collections?
Do I visit special collections?
The … of Special Collections
WHO uses special collections?
Undergraduates
Graduate students (MA and PhD)
Faculty
General public
Students and faculty of other universities!
Everyone!
WHOam I?
Postdoctoral Fellow
Instruction
Exhibitions
Social Media
Dr. Amy Chen
WHAT are special collections?
A repository of rare and unique items
Featuring: Closed stacks
Reading room
Security policies
Preservation policies
Open to the general public
More limited hours than the general library (Gorgas)
Incunabula Maps Yearbooks Comic books
Genealogy reference books Piano rolls
Paintings Newspapers MagazinesArtists’ Books Posters Stereocards
WWI uniforms Flags Ancient coins
First editions Daguerreotypes
Pulps LPs Cylinders
“Rare and unique items” includes:
WHENcan I go to special collections?
Monday: 9-5 PM
Tuesday: 9-8 PM
Wednesday: 9-5 PM
Thursday: 9-8 PM
Friday: 9-5 PM
NOTE:
NO WEEKEND AVAILABILITY
Hours
WHERE are special collections?
Universities
Colleges
Private collectors
Public libraries
Private associations
Public institutions (museums, archives)
Special collections can be found all over in…
A.S. Williams III Americana Collection
W.S. Hoole Special Collections Library
Acumen (Digital repository)
But here at UA…
Williams Americana Collection
http://www.lib.ua.edu/williamscollection/
Hoole Library
http://www.lib.ua.edu/libraries/hoole/
And our digital repository…
Acumenhttp://acumen.lib.ua.edu/
HOW do I find what I want?
#1: What type of format do you want to find?
Photograph
Letter
Book
Scrapbook
Map
I want to find a…
Photograph
Letter
Book
Scrapbook
Map
#2: Is your format published or unpublished?
Books
Magazines
Newspapers
Sheet Music
DVDs
LPs
CDs
Cylinders
Piano Rolls
Maps
Published formats
#3 HOW to find published materials
Use Scout
Add your query
Narrow your search
Decide what item looks useful
Identify the collection as well as the call number
Look for defining characteristics in the “status” box
Title
Collection
Call Number
Identifying information from status box
Write it down!
Follow the same process for any published format
#4HOW to find unpublished materials
What types of formats would be considered unpublished?
Diaries
Letters
Scrapbooks
Photographs
Albums
Business papers
Memos
Objects
Unpublished formats
Use a finding aid to locate unpublished materials
Collections can be large or small
Society of American Archivists:
A finding aid is a single document that places the materials in context by consolidating information about the collection, such as:
acquisition and processing; provenance, including administrative history or
biographical note; scope of the collection, including size, subjects,
media; organization and arrangement; and an inventory of the series and the folders.
Finding aid definition
Look on Acumen for:finding aids to non-digitized items &digitized items
#4aLook on Acumen for finding aids to non-digitized collections
HOWdo I search Acumen for afinding aid?
Searching for a finding aid on Acumen
Search by genre (letters)
But better to search by: Date
Name
Or another keyword(s)
Finding aid example
Finding aid example
Identify what you want and where it is
Item Title
Collection Name
MSS Number
Box Number
File Folder
Location: Williams or Hoole?
Write it down
Follow the same process for any unpublished format
#4b Look on Acumenfor digitized items
HOWdo I search Acumenfor digitized items?
Basic search
Basic search: multiple keywords
Limit by format
Limit by field
field:keywordYou can search by
title
description
creator
date
subject
genre
Want more of what you found?
Other items in same collection
Same format in different collection
Pick new keywords from finding aid abstract
Not finding enough?
Go past the first page
Refine your search
Search tips
HOWdo I visit special collections?
Kevin RayReference Librarian
2 business days in advance EX: Email on Friday?
Come in Tuesday.
Email in advance
Identity Your Full name
Professor’s name
Course name and course number
Materials If published: collection, call number
If unpublished: MSS name, MSS number, Box number
Appointment Date and time of intended appointment
Always include:
Come in
Sign in
What you can’t bring into the reading room
Put your personal belongings in a locker
All ready to research!
Talk to the reference desk & fill out any forms
Published Materials Request
Photocopy Request
Manuscript Materials Request
Archives/University Records Materials Request
Audio and Visual Materials
Digitization Request
Forms may include:
Smile, you’re on camera
Peruse your materials
Do not
Dog-ear pages
Put personal belongings on archival material
Handle items casually
Break the spine
You may be asked to use a
Book cradle
Weight
Gloves
How to handle published material
To keep items in order you must view one
Box at a time
Folder at a time
Item at a time
How to handle unpublished material
Always write down location information
MSS, Box, and FF number
Or collection name and call number
Write it at the start of your notes on each item
Transcribe full length of texts
Fill out a digital camera use form
Take pictures of all items you want to use
Take pictures of box and file folder of each item
Note taking strategies
Return when you’re done
If you are, we can put them on hold
If not, we’ll return them to their original location
Are you coming back?
Now you know…
The…
WHOWHATWHENWHEREand HOW
of Special Collections
Now let’s practice!
