Download - Ellis Island Preservation Assessment
Research Library & Special Collections
April 2011 Preservation Assessment
Ellis Island Immigration Museum
About the Research Library & Archives
The Research Library contains books, unpublished manuscripts, periodicals, oral history interviews photographs, video, poetry and research files relating to the Statue of Liberty, Ellis Island, immigration history and the National Park Service.
Bob Hope Memorial Library Reading Room
The Oral History Project Library and Studio
The Ellis Island Oral History Project interviews are available to researchers and the public. The Oral History Library is located on the 3rd floor of the Museum. There are computer stations in the Library where you can access complete interviews and transcripts.
Unfortunately, do to budget cuts and being short-staffed, the Oral History Library has been closed for over a year and the well-equipped studio is rarely used. A partnership with New Jersey City University will allow students studying Recording Engineering to help out so the studio will get used once again. Oral History Library
Oral History Studio
Budget & Operations
Budget
As a government operation, the Supervisor could not tell us (wasn’t aware of) the budget. “I ask for something. Sometimes I get it, most times I don’t” – George T.
Hours
The Oral History and Research Library is open to the public Monday through Friday, 9:30 a.m. to 4:30 p.m. People with specific requests should make an appointment in advance.
Staffing/ HierarchyMuseum Services Division includes:
Reference Services
Reference Library, Archives, Oral History Center
Exhibits
Maintain permanent exhibits & put up temporary exhibits
Collections
Handle objects donated to the museum & artifacts
Research Library & Archives - 5 FT staff members:
1 Supervisory Archivist
2 Library Technicians
1 Archives Technician
1 Photographer/Audio Technician George TselosSupervisory Archivist
Building Environment
Climate
• Temperature and humidity cannot be controlled
• Conditions are not
monitored or recorded on a daily basis
Recommendations -Climate
Short-term Begin monitoring conditions by recording the temperature and humidity at least once a day. Although, temperature and humidity cannot be controlled at this point collections can be moved to the most stable environment until a climate controlled environment can be provided.
Long-termSet up a budget to work toward establishing a climate controlled environment, even if completed only one room at a time.
Building Environment
Light • Large windows without
blinds or UV filters in the archives
• Reading room has
glass ceiling, documents are temporarily being stored in this room without protection from light
• Ceiling does not have
covering or UV filter
Recommendations - Light
Short-termMove documents from areas that are exposed to light until a solution to the light issue is in place Place blinds on all windows to keep the light out Long-termInstall UV filters on all windows and light fixtures
Building Environment
Fire and Theft• As part of the National
Park Services, fire inspections are conducted at least annually
• NPS checks and installs all fire extinguishers and alarms
Insects and Rodents• A pest control company
is contracted through facilities
Recommendations
Fire and TheftHave broken locks on compact shelving repaired and make use of existing working locks
Insects and RodentsContinue use of pest control company to monitor and treat for insects and rodents
Building Environment
Water Damage • Reading Room has
several areas marked from leaks which have not been repaired
• Archives have signs of
water damage on ceiling and walls from a previous leak which was repaired
Recommendations
Move all maps and documents from the rooms that have had leaks in the past Do not store maps or other documents on the floor even temporarily Determine the source of the leaks and have them repaired
Collections - Storage
Maps & Photographs
• Maps stored in oversized folders
• Some maps placed in mylar when in use
• Post-its were used to mark place in archive folder
• Photos & negatives were stored in mylar
• Photos were not stored according to size but subject (unless oversized)
Shelving & Placement on Shelves
ShelvingEnamel-coated steel shelving used throughout Research Library. Shelving has locks due to being in a mixed use (public/staff only) area. One lock observed to be broken.
PlacementRegular-sized bound volumes stored vertically and oversize boxes stored flat. Boxes were not stacked too high.
Collections – Reformatting Options
Many research requests are made by the public for photos, interviews, videos and other materials housed within the Museum Services Division. To minimize damage to originals, copies are always used. Originals are housed on a separate hard drive.
Some of the most common requests are for information pertaining to ancestors featured in Museum exhibits.
Several digitization projects have been started, but due to budget and personnel, they are still in limbo.
Recommendations- Collections Storage
Map Usage and StorageMaps should be housed in mylar any time they are taken out for use. Post-its should not be used to denote location in archives since they can fall off. A system of using a plastic paper clip and paper attached to the mylar would be a more efficient method.
Photographs/Audio/Video Changing formats and degradation have caused some of the A/V materials to be unreadable. Equipment for cold storage has already been purchased (but unused for many, many months). Priority should be given to this project over cataloging. Store materials most at risk and make digital copies for everyday use.
ShelvingFix broken lock since often the public wander into the “Staff Only” areas
OPAC/OrganizationThe main issue is that there is no OPAC. The system currently being used is ProCite, a bibliographic tool. No one outside (or inside) the library (except the Library Technicians) can find material they are looking for.
Organization: Appraisal & Accession
Appraisal• Only documents
pertaining to Ellis Island itself and its history.
Accession Record• None present. Only
the majority of correspondences are kept.
Recommendations
Accession Records- Since these are non-existent, they should begin to keep proper records of what they accept from people. This makes it easier to know what to accept and for researchers to know where the documents came from. Short term- Correspondence records should be at least be organized in a uniform manner. Long term- Begin a new Accession Record of all incoming documents. Eventually add in previous accessions.
Arrangement & DescriptionArrangement• That which is processed
follows standard Archival rules.
• However, much has not been processed.
• Many of the documents, themselves are not formally labeled or in a proper place.
• Many photos are digitized, but not cataloged.
Description• Again, good descriptions for
processed collections.• No finding aids are available
and can only be accessed by the archives technician.
RecommendationsArrangement- No more Post-its! Keep all objects (e.g. maps) in their proper location, unless being used. Make sure to label all incoming documents, once processed. Should hire a librarian, if only temporarily, or teach the librarian technicians to process new collections and rearrange older ones.
Description- Need to make finding aids public. This will ease up the stress upon only the archival technician able to retrieve documents. Should have interns put what is already written searchable, and have librarian technicians translate the inventory into a finding aid.
Fundamental IssuesCollection Policy Due to the absence of a formal collection policy, the facility accepts most materials donated. A written policy would allow them to decline gifts that do not fit into the mission of the library. Staff Characteristics & TrainingThere are no trained librarians on staff which presents a problem with adhering to the standards of library & archival collections care.
Disaster PlanningSince the library & archives are part of the NPS, their disaster plan is to follow the NPS guidelines in the event of emergency.
Financial Assistance Since Ellis Island is a National Park and under governmental control, most outside resources are not allowed to be used. Exception- Bob Hope Memorial Library
Questions?