Acquisition and Preservation - Yell Books
Preservation is a perpetual battle against time that presents us with a unique challenge.
We carefully store and maintain the Libraries’ valuable collections to preserve their physical integrity and to safeguard them against time and its accompanying threats; however, at the same time, we must provide access to those materials. Keeping fragile items safe and secure provides a necessary level of protection, but the collections’ true value lies in making their contents accessible. This demands action, effort, and some risk.
The small collection of century-old Yell Books stored securely in Cushing was one of many examples of well-cared-for items that were once limited to those who knew they existed and were able to travel to the University Libraries to view them.
But thanks to a special donation from the Friends of the TAMU Libraries, access to these historic booklets was made possible by creating digital versions and handy replicas that could be easily shared. This transformation involved a series of processes that resulted in a more secure collection, with greater access, and the opportunity to share our Aggie traditions both in-person and online.
The Friends’ earmarked donation led to the creation of a group preservation project, one that a student employee could manage, learn preservation actions, and gain valuable experience.
However, it seemed risky to hire a new student, completely unfamiliar with the Libraries’ materials and processes, to perform these critical tasks. Instead, we invited student employee Aileen Gonzalez to lead the project. Despite a busy schedule and a backlog of work in the Preservation Department, Gonzalez accepted the invitation and grasped the potential impact of the work.
All projects require planning and coordination. Gonzalez consulted with her supervisor in Preservation and proceeded with guidance and expertise from archivists and librarians to:
create an accurate inventory of all items.
conduct a preservation assessment of each item.
obtain conservation treatment for selected items.
familiarize herself with digitization equipment and workflows.
scan each book in its entirety.
process the resulting digital imagery files.
develop metadata records for the digital objects.
rehouse the items in new archival enclosures.
create an online digital exhibit for the Yell Books collection.
prepare a presentation for the Friends’ Annual Meeting.
However, plans are never accomplished exactly the way they are envisioned.
Early in the process, Gonzalez adjusted her proposed schedule as particular tasks took longer to complete than expected. She also sought guidance when she encountered duplicate or near-identical copies. She rescanned some items when she encountered problems with the images.
She required assistance to select an appropriate metadata schema and complete the record, in addition to helping develop a digital exhibit with which she had no previous experience. She also graciously responded to the daunting request that she present her work to the Friends of the Libraries, which she did superbly.
The project was a resounding success. The Friends’ donation was the catalyst for an important Cushing collection to become more accessible and better appreciated. Gonzalez thrived in a leadership role in a relatively high-profile Libraries project for which she received due credit in various meetings and publications.
The Libraries’ expanding digital library now has another online exhibit to share the Aggie traditions and history that we so carefully preserve in its Special Collections and Archives. Furthermore, an excellent precedent has been set for future projects to directly benefit the Libraries, its patrons and affiliates, and the student employees who contribute so profoundly to the work we in the Libraries perform for the university community.