navigating access to legacy oral history collections
TRANSCRIPT
Navigating Access to Legacy Oral History Collections
Jessica Breiman, Special Collections, Marriott LibraryJulia Huddleston, Special Collections Marriott Library
Leighton Quarles, American West CenterUniversity of Utah Image by Irwin Scott
RolesCollection, Access, Preservation
ChallengesWaivers, Formats, Intellectual organization,
Partnerships and turnover, CommunicationConfronting the Challenges
Online access and Media streaming, Policies and procedures, Best practices
Outline
Roles
Special Collections @ the U ➢ Manuscripts➢ Western Americana➢ Rare Books➢ Multimedia Archives (Photographs and AV)➢ University Archives and Records
Management
Oral History Collections at the U. ➢ The library began collecting oral histories in 1966 with
the Doris Duke American Indian oral history project➢ Generally arranged by project
○ 18 projects with transcripts and audio○ 29 Audio/Visual only○ 27 transcript only
History of the American West CenterA conduit for oral histories to the Marriott
➢ Founded in 1964➢ Official home is the the College of Humanities
(formerly in the College of Social and Behavioral Sciences)
➢ Decide on projects, obtain funding, conduct interviews, transcribe, edit and transfer interviews to the library
Workflows and Lifecycle➢ AWC decides topic to interview on; depends largely on
leadership/grant funding➢ Interviews conducted, transcribed, edited, finalized➢ Collections are brought to the library; transcripts go to
Manuscripts Division, audio or video goes to Multimedia Archives
➢ Collections are processed, finding aids created and uploaded to NWDA
➢ Digitization priorities are established
Services @ the U ➢ Preservation (digital + physical)➢ Processing and Metadata➢ Access (online + in person)➢ Reference + Instruction➢ Personal copies (free for family members)➢ Transcription services/Funding
Challenges
Challenges: Access➢ Obstacles to online access
○ Metadata backlog○ Copyright
➢ Legacy collections designated as “restricted”➢ Collections with no transcripts➢ Findability: No shared web presence➢ Digitizing time for AV collections
Challenges: Preservation➢ Large video files➢ File naming + formats ➢ Another entity to communicate with: digital
preservation archivist➢ Prioritization
Challenges: Processing➢ File numbering
○ two different systems inherited by predecessors
➢ Finding aids separated by department➢ Technical metadata is lost in translation ➢ Backlog!
Challenges: Waivers➢ Early waivers were very general:
➢ Did not anticipate online access➢ Growing complexity and lack of unified use
“I willingly contribute my testimony recorded on [date/year] to the Library of the University of Utah to be used for scholarly purposes.”
Challenges: Missing Waivers➢ Another big problem is some collections
were missing waivers entirely
○ No copyright has been transferred○ Increased risk of privacy violations○ Ethical concerns
An example of an interviewee who backed out of the project
Challenges: The partnership➢ Joint server access➢ New accessions & digital upload of
interviews ➢ Staff turnover➢ Lack of policy & procedure documents➢ Funding
Confronting the Challenges
Online Access➢ Four collections are available fully online
○ Another is partially available, due to permissions➢ Two more have been digitized and are
awaiting metadata○ This is the most time consuming part of the process○ Can take several months
➢ Digital objects are linked in the finding aid
Use AgreementI acknowledge and agree that all information I obtain as a result of accessing any oral history provided by the University of Utah’s Marriott Library shall be used only for historical or scholarly or academic research purposes, and not for commercial purposes. I understand that any other use of the materials is not authorized by the University of Utah and may exceed the scope of permission granted to the University of Utah by the interviewer or interviewee. I may request permission for other uses, in writing to Special Collections at the Marriott Library, which the University of Utah may choose grant, in its sole discretion. I agree to defend, indemnify and hold the University of Utah and its Marriott Library harmless for and against any actions or claims that relate to my improper use of materials provided by the University of Utah.
Communication + Partnership➢ Consult with Campus Legal Counsel➢ Collaboration with Digital Ops/Programming➢ Establishing personal relationships➢ Establishing parameters of partnership➢ Make clear how workflows function in each
organization
Policies + Procedures➢ Training manual for interviewers and
transcriptionists➢ Policies for access and digitization (establish
the queue!)➢ Preservation policies (filetypes/sizes)➢ File naming conventions➢ Regularly scheduled review of waivers
Shared Spaces
Conclusion➢ Keep reviewing why you’re doing what
you’re doing○ How can we improve access?
➢ Communicate between divisions➢ Keep your successors in mind
Thanks for listening!
Questions?