Special Collections & Archives have become the focal point for many research libraries due to the unique materials. However, there are still many faculty and students who are unaware of the potential research value of these collections. This session explores strategies to improve awareness and use

Kidd, Margaret T.

McDaniel, Elizabeth

English

VCU Scholars Compass

We Are Not Hiding So Why Can\u27t You Find Us? Attracting Users to Special Collections & Archives

Virginia Commonwealth UniversityVCU Scholars CompassVCU Libraries Faculty and Staff Presentations VCU Libraries2014We Are Not Hiding So Why Can't You Find Us?Attracting Users to Special Collections & ArchivesMargaret T. KiddVCU Libraries, kiddm@vcu.eduElizabeth McDanielVCU Libraries, emcdaniel3@vcu.eduFollow this and additional works at: http://scholarscompass.vcu.edu/libraries_presentPart of the Library and Information Science CommonsCopyright, Margaret T. Kidd and Elizabeth McDanielThis Presentation is brought to you for free and open access by the VCU Libraries at VCU Scholars Compass. It has been accepted for inclusion in VCULibraries Faculty and Staff Presentations by an authorized administrator of VCU Scholars Compass. For more information, please contactlibcompass@vcu.edu.Downloaded fromhttp://scholarscompass.vcu.edu/libraries_present/29We are not hiding so why can’t you find us?Attracting Users to Special Collections & ArchivesMargaret KiddElizabeth McDanielhttp://commons.wikimedia.org/wiki/File:Postcards_and_magnifying_glass.jpgWhat does our title mean? A nod to the “hidden collections” problem Report of ARL Task Force on Special Collections, 2006 Barbara M. Jones, "Hidden collections, scholarly barriers: creating access to unprocessed special collections research materials in America's research libraries.“ RBM, 2004 Is there more to issues of awareness and use beyond hidden collections?James Branch Cabell Library Special Collections & Archives 5,500 linear feet of manuscript &  archives materials 50,000+ volumes Collection area: 20th/21st century Richmond and Central Virginia, focus on underdocumented communities, book arts, comic arts Book art from the Cabell SC&A collectionTompkins-McCaw Library for the Health Sciences, Special Collections & Archives2,576 linear feet of manuscript & archives materials 5,955 artifacts11,000+ books & journals 10,000+ photographs: Collection area: materials related to the history of health care in VirginiaPop-up anatomy book from TML CollectionThe QuestionsDo students know we exist?Can they find our materials?Do the faculty tell students about us? Could we be doing more?http://commons.wikimedia.org/wiki/File:Question_mark_(3534516458).jpgThe ProcessInstitutional Review Board (IRB)Completed CITI training on Basic Human Subjects Protection in Social and Behavioral ResearchComplete application for Exempt ReviewIncluded in our submission was the questionnaire, method of delivery, and text of emails and advertisements about the surveyNobody expects the IRB!Monty Python’s Flying CircusSurvey Created questions based on what we wanted to knowDifferent questions asked based on answer to 1st question: Have you visited/used VCU SC&A beforeUsed REDCap to create questionnaire and to collect dataDistributed to select student group leaders and professors who forwarded to members/studentsSurvey ResultsHave you visited or used materials from VCU Special Collections & Archives at either JBC or TML?Survey says…Image: http://www.foresee.com/survey-says/Respondents who answered NOThose who answered no were asked four additional question in addition to demographic questions asked of all respondentsImage: http://commons.wikimedia.org/wiki/File:No_sign.svgWhy have you not visited SC&A before (check all that apply)Didn’t know about SCAUnsure how to search for/use SC&A materialsPrefer to do research elsewhereIntimidatedHours not convenientOtherNo materials related to researchDid you know that SC&A is open for use by anyone?YesNoWhat kind of resources would you expect to find in VCU’s SC&A (check all that apply)?Where or how do you conduct your research (check all that apply)?VCU LibrariesDatabase searchesOnlineOther institutions OtherRespondents who answered YESRespondents who have visited Special Collections & Archives before were asked seven other questions in addition to the demographic questions asked of all respondents.Image: http://pixabay.com/en/approved-button-check-green-round-151676/How did you learn about VCU SC&A (check all that apply)?ProfessorOther studentsLibrary catalog or websiteLibrary exhibit or programLibrary instruction, tour, or orientationInternet searchReferred by staffWhat kinds of topics have you researched in VCU SC&A (check all that apply)?Local historyLocal biographyArtists’ booksComic artsVCU/MCV/RPIOtherWhat types of materials have you used in VCU SC&A (check all that apply)?Student papers, projects, theses, dissertation Manuscript collectionsRare/old booksArtists’ booksReference booksWhat was your purpose for using SC&A (check all that apply)?Class project or paperOtherPersonal researchResearch for an articleThesis researchHow many times have you used SC&A materials?2-3 timesOnce6 or more times4-5 timesWould you use SC&A again when doing research?YES!NoGraduate or Undergraduate?Graduate studentUndergraduate studentHow long have you been at VCU?4 years + 1 year or less2 years3 yearsAdditional commentsRay Bonis is TerrificFor my art project my professor brought us in to see some artists' books, and they were awesome!  They definitely gave me some ideas and inspiration for the project and in general.Thought it was interesting that the library has more than booksI have not used materials from these two areas of the VCU libraries, but I am aware of their relevance. Unfortunately, my area of research is not represented. It would be nice if VCU could acquire or receive through donations more materials (specially manuscripts) related to the history of Colonial Latin America.Special Collections has many helpful resources, but it is not always easy to use the online catalogue to search the collectionSurvey Respondents Research Interests and MajorsWhat does it all mean?AccessInconvenienceIntimidationThe Dilemma: Special Rules for Special Collections!Image: http://pixabay.com/en/balance-rocks-beach-sky-summer-174328/Balancing act…Strategies to increase awareness and useCollaborate with liaisonsBookplate signed by Billy DeBeck, inside of front cover, His Vanished Star by Mary Noailles Mufree, 1894.,”VCU Libraries GalleryA Tijuana bible from JBC Special Collections & ArchivesStrategies to increase awareness and useImprove catalog accessStrategies to increase awareness and useApproachabilityYou can look and touch!“Big River,” by Karen Hanmer, JBC Special Collections & ArchivesStrategies to increase awareness and useAdopt-an-artifact“El Gimnasio, plate 2,” by D. Salvador Lopez Gomez, VCU Libraries GalleryHughes, Langston, “Inscription to Hunter Stagg by Langston Hughes, title page, The Weary Blues by Langston Hughes, 1926,” VCU Libraries GalleryStrategies to increase awareness and useWeb/Social Media• Blogs• Facebook• Flickr• Instagram• Omeka• Tumblr• Twitter• WikipediaQuestions and DiscussionContact information:Margaret T. KiddProject Archivistkiddm@vcu.eduElizabeth B. McDanielCatalog Librarian for Special Collectionsemcdaniel3@vcu.eduWe Are Not Hiding, So Why Can’t You Find Us? Attracting Users to Special Collections & Archives Presented at the Virginia Library Conference, October 23, 2014 in Williamsburg, VA Session Description Special Collections & Archives have become the focal point for many research libraries due to the unique materials. However, there are still many faculty and students who are unaware of the potential research value of these collections. This session explores strategies to improve awareness and use Presentation Notes SLIDE 1 Overview:  • Provide a little info about us and SCA • How this idea came about • Our survey: designing it, administering it, results • What we learned and strategies going forward • Questions/discussion •  SLIDE 2: WHAT DOES OUR TITLE MEAN • Report of ARL Task Force  on Special Collections discussed problem of unprocessed/uncataloged collections not discoverable through usual library tools • related security issues - hard to claim if stolen, prone to theft or damage if no inventory  • Our library is addressing this issue by hiring archivists to help with the backlog of unprocessed collections and by hiring a Special Collections Cataloger…this is why we have our jobs! •  SLIDE 3: ABOUT JBC SLIDE 4: ABOUT TML SLIDE 5: THE QUESTIONS • What were we interesting in learning from this survey? • We think that we have a decent amount of awareness and use, but do we really? • No quantifiable data, so this is our 1st attempt •  SLIDE 6: THE PROCESS • If you are doing formative assessment then this is not necessary; however, for us since we were planning to present our results we needed receive approval from the Institutional Review Board • Good learning experience • Timeline:  • June: Completed CITI (Collaborative Institutional Training Initiative) training course • July: Created the questionnaire, filled out the required study application for the IRB • August: submitted study to IRB for approval on Aug 2, we had to make some changes (answering some additional questions e.g. like how we would keep data confidential, submitting survey flyers and email script), final approval on Aug. 21.  SLIDE 7: SURVEY • REDCap: a secure, web-based application for building and managing online surveys and databases. • We used this because it was approved by VCU for research with humans and it more than met our needs.  • Distribution: • leaders of student organizations in history, art history, and urban planning to distribute to members • faculty members the we knew to be users of SCA collection asked to send to students • Given to Cabell Library Undergraduate Advisory Committee (CLUAC) • Paper version of the survey available in JBC Special Collections • The survey was active for the entire month of September • LESSONS:  • Better to compile our own mailing list and sent the survey via REDCap so we could determine the response rate and send follow-up reminders • Paper survey should have picked higher traffic window of time and distributed ourselves instead of relying on others. SLIDE 8: SURVEY RESULTS • Now for the results. Yes, we are going to show you the data for all of our questions, but don’t worry it will be quick! • We had a total of 37 respondents…not as many as we hoped, but it is enough to work with • Remember our first question determines the set of questions to come after… •  SLIDE 9: NO RESPONSES SLIDE 10: WHY HAVE YOU NOT VISIT SCA BEFORE • Respondents could check more than one box, so % of people and % of answers do not quite match.  • About half said that they didn’t know about SCA or they didn’t know how to find SCA materials. This should be easy to fix. •  SLIDE 11: DID YOU KNOW THAT SCA IS OPEN TO ALL? • Unfortunate, but easy to fix with better communication/outreach SLIDE 12: RESOURCES • Answered as expected  SLIDE 13: WHERE OR HOW DO YOU CONDUCT RESEARCH • Not all that surprising, about what we expected. SLIDE 14:  YES RESPONSES SLIDE 15: HOW DID YOU LEARN ABOUT VCU SC&A • Over half said professors or other students. Thanks for spreading the word!  • Again it shows we need to be better communicators and promoters  SLIDE 16: WHAT KINDS OF TOPICS HAVE YOU RESEARCHED… • We’re not sure how this aligns with what we perceive to be our collecting strengths.  • We had mostly history students respond to our survey, and the most common answers seem like topics that would be of interest to history students.  • Our library emphases our comic arts, book art, and history of medicine collections; the users are scattered among various degree programs so it is harder to target them for evaluation • Mention graphic design classes use of book art, history (material culture) and medical artifacts, comics and creative writing.  •  SLIDE 17: WHAT TYPES OF MATERIALS HAVE YOU USED… • We wonder what respondents thought when we said “reference books.” The reference collection is really small. Perhaps patrons used books that they didn’t perceive to be rare or old? • Lesson: be sure that your definition is the same as theirs  SLIDE 18: WHAT WAS YOUR PURPOSE FOR USING SCA • About half said “for an assignment”, which was expected.  • It’s disappointing to see that only 2 students said “thesis research” and no one said “dissertation research.” VCU offers BA and MA in history, no Ph.D. Of course it could be that those who have used our collections for thesis and dissertation research did not answer this survey • It is interesting that 5 students did list personal research (not school related)  SLIDE 19: HOW MANY TIMES HAVE YOU USED SCA MATERIALS • A nice mix, excited by that so many have visited more than once SLIDE 20: WOULD YOU USE SCA AGAIN… • A very reassuring slide. SLIDE 21: GRAD OR UNDERGRAD • Now for some demographic info. SLIDE 22: HOW LONG HAVE YOU BEEN AT VCU? • Again a nice mix SLIDE 23: COMMENTS • Go Ray! He’s a great resource.  • Not always easy to use the catalog - there is no way to limit to SCA materials.  • Does not have stuff in my research area - no, the collection is small and purchases are not directly linked to supporting instruction/research in VCU programs.  • Need to educate as to why we collect what we collect and explain that just because we may not have what you need to write a dissertation, we may have something you need for your course work, or personal research •  SLIDE 24: RESEARCH INTEREST AND MAJORS • We also collected info on majors and research interest and thought a word cloud was an interesting way to display them • Notice we had a mechanical engineering major and a biology major respond to the survey!  SLIDE 25 WHAT DOES IT ALL MEAN? • So what can we learn from all this? • We can conclude from our data that to some extent we are hiding… • The good news is that most of the issues are fixable through outreach, education, and better communication •  SLIDE 26: THE DILEMMA Access • SCA hours  vs 24/5 hours for JBC • Security • Catalog • Institutional memory Inconvenience and Intimidation • Procedures for using the collection • No eating/drinking • No browsing •  SLIDE 27 – Strategy one • Start in the library, collaborate with liaisons in academic outreach • Bookplate, public library book: public health student may be interested in something like this; history of contagious disease, draw comparisons between then and now (e.g. think about our current issues with Ebola) • Tijuana Bible (aka porn) 8 pages, fl. 1930s – Gender/women’s studies, Media, Art, and Text students could find this material interesting, possible research project  SLIDE 28 – Strategy 2 • We have a diverse materials ranging from manuscripts, artifacts, maps, serials, art, and books. • Primo enhancements • Found that Primo was displaying our SCA records correctly…imagine a student getting a search result that says it is “unavailable.” In fact it is available, just does not circulate…had to do some behind the scenes work to make it display with info “Available at Tompkins-McCaw Library Special Collections and Archives – Manuscripts) • Still working on other enhancements (e.g. an icon for manuscripts instead of “other”)  SLIDE 29 • Improve our bedside manner, make sure that we make users, especially  newbies, comfortable • You can’t checkout, but you can use and we want you to…we have a flat book scanner and we allow digital images (for educational and personal use) • Explain image – book art that is meant to be played with, you have to touch and interact with it. •  SLIDE 30 • Gymnastic image from “El Gimnasio” Flax Collection, interesting to physical therapy or sports medicine student • Langston Hughes – in JBC SCA collection, Hunter Stagg and Hughes were friends; potential to explore the friendship between the two or the writing community in Richmond and New York during the 1920s • This helps us reach new and non-traditional users  SLIDE 31 • Social media is an easy way to promote ourselves, we can build on what is already established • Tumblr • Twitter (VCU Libraries, TML Library, VCUExhibits) • Facebook (VCU Libraries and TML Library) • Instagram • Flickr (VCU Libraries) • Omeka • Wikipedia • Blogging • The image shows a Facebook post with an image from TML SCA used for Throwback Thursday post. Throwback Thursday posts have been very popular with our users, this particular post has reach more people than any other post of any type on our TML page to date. It was also shared 11 times. • Using Twitter and Tumblr to specifically promote exhibits (physical and online) and highlight items in our collections    

https://scholarscompass.vcu.edu/cgi/viewcontent.cgi?article=1029&amp;context=libraries_present

We Are Not Hiding So Why Can\u27t You Find Us? Attracting Users to Special Collections & Archives

Abstract

Similar works

Full text

Available Versions

VCU Scholars Compass

VCU Scholars Compass