I need to find ways to toot my own horn, so to speak, more often. In my handful of posts last semester I made several references to my Archival Internship, conducted as part of my class 775: Archival Administration and Services. But I failed to make a final report here.
My internship took place at the
Roger and Julie Baskes Department of Special Collections at the
Newberry Library. Martha Briggs, Lloyd Lewis Curator of Midwest Manuscripts, supervised me. I am a full-time Reference Assistant in the Newberry’s Special Collections department, so I conducted my internship on Mondays, when the reading room is closed. I worked five to six hours each Monday, then left the papers untouched throughout the week. The entire project took about 60 hours.
I processed the Cloyd Head Papers. Head was a Chicago playwright, theatrical director and, for a brief time in the late 1920s, the Business Manager of the Goodman Theater. His papers were donated to the Newberry Library by the Goodman. The Goodman received them from Cloyd's grandson Christopher. The papers consist of correspondence, manuscripts of Head's plays and essays and other memorabilia.
Processing a collection like the Cloyd Head Papers involves two broad tasks: arrangement and description. The arranging part consists of sorting through the materials and developing a arrangement for them that, in theory, best supports the use of the papers by researchers. The description part consists of creating a guide to the papers that does things like providing background about their creator, explaining the system of organization in the collection and pointing to items of specific interest therein. Guides like these are called "finding aids," and I wrote one for the Head papers as part of the internship.
I also prepared a version of the finding aid for the web in EAD, or
Encoded Archival Description. EAD is a coding standard in the XML-mode that was specifically designed for archival finding aids. Standards like EAD can, in the words of
Daniel Pitti,
"make it easier for archivists and researchers alike to readily identify and comprehend the essential components of archival description." They also enable computer systems to share information about archival collections with one another, meaning that researchers can in theory browse through several different archival respositories' collections at once.
As with other encoding, creating an EAD finding aid demands a lot of attention to detail. At the Newberry, no-one writes raw code. Instead, code is created using two different software applications:
XMetaL, which actually generates the code (from a template the Newberry created when it first licensed the software) and
NoteTab Pro, which takes the EAD and rearranges it into HTML so that it can be viewed using a standard web browser.
Now that all that work is completed, the finding aid to
The Cloyd Head Papers can viewed online on the Newberry website. Making these guides available online makes a huge difference in terms of accessibility. For example, in just a few weeks of existence, the finding aid has shot to the top of the search results for the term
Cloyd Head.