Archives Artwork in the New Dorm

Strips of Hornet newspapers
make up this wallpaper

Hello Archives Friends! You may have seen the university's recent Facebook posts about the opening of Tubman Laws Hall or the flikr images from move-in day. If you have, you've seen a beautiful, modern, comfortable space for students to live, study, play, and relax.  Did you know, however, that the university archives made significant contributions to the interior decor?

For a year and a half, I worked to provide a design contractor with archival materials. The archival images, historic slogans, vintage hornet, and Hornet student newspapers were transformed into unique interior decor features.

The most obvious feature is a mural of significant university figures and buildings. For the students walking by, the mural looks like an awesome collage of hand-drawn figures.  To me, and maybe my astute patrons, however, I can pinpoint specific photographs that helped to create this work of art. Additional features include wallpaper in the mailroom which is made from strips of Hornet newspapers, framed black and white images on the walls, a historic campus map framing the bricks and cornerstones from Tubman and Laws, and the vintage Hornet mascot that graces the wall behind the front desk in the entry way.

I never got to see the mock-up art before its final installation, but I'm glad.  It was far nicer to be surprised by the final product.  In the end, this is yet another way that the archives is making its presence felt on campus and contributing to the university.

Do you see this barn and tractor in the collage below? 

Annual Christmas Letter 2017

Dear Friends,

Can you believe another year is coming to an end?! I'm not sure I even remember celebrating July 4th ...or any part of August.  Where did it all go?   For the large part of the year, time passed quickly but quietly in the archives - which is good because my personal life was often messy.  Unlike previous years there were no major construction or grant projects and so 90% of my time was engaged in archival processing (Yeah! Board of Trustee records!) and reference requests (Hooray for the documentary project completed by 302 Stories Inc!).

My biggest excitement in 2017 was a seat at the table for the library director search committee. I count myself  privileged to have played a part in shaping the future of the William C. Jason Library.  It means a lot to me to know that the university administrators value my opinion and allowed me this platform. It's too early for any big announcements yet, but after hearing from several talented candidates, I am confident that the library department has a bright future.  I can't wait to see what improvements and innovations are in store for us under new leadership in a new year.

On a personal note, I'm now the proud sister of a DSU graduate! My brother Paul graduated from DSU's aviation program last May and I am so proud of his accomplishments.  The university seems a little lonelier without him occasionally stopping by my office, but he has important grown-up work to do for the airlines.

Lastly, I wish to thank individuals who have helped to make this a wonderful year for the archives department.  At the very top of the list are the ladies of Alpha Kappa Alpha Sorority Inc. who have been a tremendous help and encouragement to me! Of course I appreciate the exhibit they put together for the gallery, but beyond that I can't express how much their sage advice and kind words mean to me as a young professional. Similarly, thanks to Mike and Jeanne of 302 Stories Inc. for their friendship and business. It has been a true pleasure to work with you and see the archives materials used in new, creative ways. Thank you to all my library colleagues for standing by the archives and assisting me in growing the department! 

All in all, I hope that you, my patrons, have also had a wonderful year and wish you nothing but the best in 2018. Thank you for continuing to walk this journey with me. Much is still ahead and I can't wait to share it with you!

Merry Christmas,
Joy

University History Through the Lens of a Secretary

Candies circa 1980 anyone? How about stenographer foot pedals or maybe an electronic address book?

We often know from our personal spaces that we put off picking up stuff until a week or more later and often only when it has become out of hand.  In a university setting "putting it off"can mean ignoring the problem area for the next decade. In the meantime, people retire and before we know it, procrastination has caused the task to be totally forgotten - as was the case when we discovered a hidden records room last summer.

This summer I'm working in a records room that wasn't totally abandoned because it continues to be accessed regularly.  However, much like my pile of mail at home, the stuff on the bottom gets ignored.  I have come to learn that this is the making of an archivist's worst nightmare or an early Christmas and sometimes it's both.

The nightmare exists in the fact that just about every university secretary ever has left behind personal artifacts that make this task about cleaning and not preserving. On the other hand, the "forgotten" nature of the room means that rewards await at the bottom of the pile. Intertwined with handwritten secretarial notes and miscellaneous purchase forms are historic admissions brochures, student handbooks, course catalogs, board of trustee minutes, presidential travel logs, and so much more. 

I am discovering a new-found appreciation for the work of secretaries. While they are not traditionally active participants in the university's decision making processes, I am finding that their presence on the fringes makes them possessors of a information-rich documents. Not only this, but the "original order" and organization they imposed on the records makes my job easier.

As I dive into the chaos, it is my hope that new discoveries are ahead.  I hope that the archives will greatly benefit from new materials and the points of view that accompany them.

Now Open!

On November 29, 2016 the Delaware State University Archives hosted a ribbon cutting ceremony to welcome the campus community and other archives supporters into the beautiful, new archives suite. 

The delays, the hassle, and the negotiations surrounding the construction period were well worth the struggle!  At the end of it all I feel that I have secured a positive future for the Delaware State University Archives.  No longer will it be hid in a converted second floor conference room, but in a dedicated space that can be seen the moment library patrons walk in the front door.

I am thrilled by all of the students who have come into the new space.  In the two days since the ceremony, I have watched again and again as the students call the elevator outside the archives door before their curiosity gets the best of them, and they are suddenly drawn into the gallery. I hear excited exclamations through the wall as I work in the storage space on the opposite side, and it makes me smile.  I am so glad that I have been able to build all of it for them. I hope that I have provided the students with another dimension to their education, and that they may come to understand those who have preceded them and who now support their scholarships, their athletics, and advocate for the diversity of opportunities afforded to them.

It is also for the alumni of whom I speak that I have striven to make the history of DSU more accessible. They deserve to know that the State College for Colored Students and the Delaware State College that they remember has not been forgotten.  There is still someone who appreciates their history and contributions not only to the university but to our nation. I hope that they too will enjoy the gallery and the trip a walk down memory lane it inspires.


In case you missed all the fun, take a look at our pictures here!

Written by Joy Scherry

Construction Update and Lessons Learned

Written by Joy Scherry

We at the William C. Jason Library are coming to the end of a long journey.  As you may remember from a post last May, the library has been under construction in order to renovate the second floor and build a new archives suite on the first floor.  For the last several months we have endured the sounds of construction, clouds of dust, and the hustle of contractors pounding up and down the stairs. I am pleased to say, however, that the spaces are beginning to shape up, and the archives is awaiting only the final touches.

On a personal level, this project has led to a significant learning curve.  If I should ever have the opportunity to influence the construction of an archival facility again in my career, I now know how I would approach the process differently.

Lesson One: Schedule meetings with project overseers before and during construction to communicate archival requirements and stay on top of decisions. I sometimes found myself backed into a corner by contractors and planning managers and having to make choices on the spot. When all was said and done, poor planning led to unsatisfactory outcomes.

Lesson Two: Formal reports do not get read, and don't assume that emails are any different. It's as simple as that.

Lesson Three: Don't count on being asked for your opinion.  If there is a matter of critical importance, raise the issue with stakeholders yourself.  For example, there is far too much light in the storage room. This is due to the fact that the entire back wall of the room is made of windows in combination with halogen ceiling lights. I had communicated my concern for the brightness from the beginning, I but never made a tangible suggestion for improvement. At least not until it was too late.

Don't get the wrong idea. Errors were made, but catastrophes were avoided.  I hope that my archivist colleagues can learn from my experience.

At the end of the day, the archives has a new and definitely improved home that I am confident will allow it to enhance the services offered and play a more public role. I am looking forward to this new chapter!

Stay tuned to learn more about the new exhibit space coming soon too!

Archives Adventure: Eeek! Spiders!

Written by Joy Scherry

We crossed the threshold between the student recreation areas and the dank, dark corridors of the building’s underbelly.  Our noses were instantly assaulted by the pungent, stale air as our eyes grew accustomed to the dim, yellow-tinged light of the passageway.  As my colleagues surveyed the corners of the cavernous room into which we had entered, I moved forward into a passageway of shadowy doors.  Pausing outside the first door, I gathered breath, threw open the door, and fumbled for the light.

As the light overhead blinked to life, at first, I saw what I thought was a small room or large closet full of documents housed in cardboard bankers boxes.  But oh the horror! As I stepped further into the room, I realized that it was actually a very long, narrow room stuffed with records.   Metal shelving extended from the floor to the ceiling and separated the room into two aisles.  Some the boxes had long since disintegrated, their contents spilling out and across the concrete floor. Here and there vintage Wendy's cups and Pepsi cans with expiration dates from the 1990's littered the room. Evidence of student trespass or employee hideouts? It was as if someone had closed the door in 1995 and completely forgotten the room's existence. 

For several weeks I had been touring the DSU campus as a member of the #GOTPAPER committee hosted by the Office of Enterprise Risk Management.  We were on a mission to “de-clutter” campus closets and basements by ridding them of superfluous paperwork now past the date to which the university was legally required to retain it.  My contribution to the project was to offer consultation regarding the informational value of records and their appropriateness for the university archives.

I am pleased to say the mission was successful!  This week trucks with giant shredders arrived on campus to destroy and haul away the unnecessary records.  Additionally, the archives has accessioned approximately 34 boxes of materials as a result of the de-cluttering.  So far the known treasures include a 1987 yearbook, photographs of university athletics, records of buildings that no longer exist, and best of all, course catalogs dated between 1896 and 1940!  As I process the boxes more fully, I hope to unearth other fantastic finds!

Read more:
https://www.desu.edu/news/2016/08/dsus-got-paper-effort-makes-campus-safer-secure

Coming Soon!

Written by Joy Scherry

Surprise! The archives is getting a new and improved home!

Formerly, the archive was located on the second floor of the William C. Jason Library in a converted conference room and office suite.  Last summer, however, the athletic advising department, also located on the second floor, received a $500,000 grant to renovate the entire floor in order to create a more inviting space for athlete study halls.  The hope is that by enhancing student-athletes’ access to academic resources and advisers, retention rates will improve.  

On May 9, 2016 construction began! The first phase of the project centered around preparations for the future site of the archives including demolition followed by framing, electrical wiring, and drywall.  Once the walls were in place, work on the second floor began.  All traces of the former spaces have since been obliterated as walls were knocked out, lights removed, and wiring exposed.

Dan and I have been busy, busy, busy, relocating the archives into temporary storage and well out of the path of fast-moving guys with hammers.  The current status of the archives is chaos due to the archival materials being dispersed throughout study rooms and classrooms on first and fourth floors of the library (no need to hit the gym after work), but we’re hoping the end results are well worth the effort.  Time will tell!   

Former Second Floor Archives Suite

Future Home of the Archives

Former Second Floor layout.  The Archives entrance was located
in the back corner - second door from the left in this picture.

Same view as the picture above. The Archives door is
 next to the orange ladder. 

Alternative view of the Second floor. 

One of five rooms that is temporarily housing archival materials. 

Vice President Who?!

Written by Joy Scherry

The entire DSU campus community is buzzing with excitement as preparations are made for Vice President Joe Biden’s visit for tomorrow’s commencement.  Facilities staff members are working overtime to complete campus improvements, campus safety officers are canvassing the area with secret service, and I’m confident the commencement committee has been meeting daily.

As a small, niche department tucked in the corner of the library I never expected the archives to be called upon.  Aside from a few reference requests in the prior weeks for photographic materials to support visual presentations at the ceremony, I fully expected my work to continue business as usual which, for the record, doesn’t include a call from the White House.

Scene: It’s 10:00 am on Friday April 29, 2016 and I’m counting the hours until the weekend.  The phone rings.

Caller: “Hello Joy! I’m calling from the Office of the Vice President, and we’re trying to locate speeches from former DSU presidents.” 

Me (in my head): Errr…. DSU doesn’t have a Vice President.  Wait…It’s a 240 area code….VP Of the United States? As in Biden?!

Just like that, this phone call was the start of a week-long partnership with White House interns. Many daily if not hourly phone calls later, I have provided the speech writers and staff in the office of the Vice President of the United States with much primary source research.

Today, on the eve of commencement, I continue to be amazed that even the smallest of archives can play such a large role in shaping and impacting communities  -  and from the sidelines no less!  Tomorrow, you and I may be the only ones to know that the DSU archives assisted White House staffers, but nevertheless, the resources this tiny, mostly unprocessed archives provided will assist the Vice President of the United States as he imparts advice to 700 graduates embarking on new journeys.

It wasn’t Dr. Williams or the commencement committee that asked me for help.  It was the staff of the White House! Tomorrow, when Vice President Biden speaks I will be listening for the nuggets of information that I, the lone university archivist, provided.  I’m pretty sure librarians silently rule the world.  Just saying. 

Photographic Collections Update

Written by Dan DelViscio

Since I began working at Delaware State University, my primary project has been the processing of the Public Relations and Alumni Affairs Photograph Collections. Both collections depict people, places, and events at DSU in a variety of formats including photographs, negatives, slides, and proof sheets. It has been my task to catalog, house, and preserve these records so that researchers may have access to DSU’s visual history.

Both collections were presented to me in half processed states with some of the materials already housed and cataloged in archival boxes and the rest in largely unorganized banker’s boxes. My task was to rehouse the materials in more favorable conditions. This entailed placing them in polyester sleeves (see picture to the left), organizing them into acid free folders, and finally relegating them to acid free archival document boxes.

I also surveyed the existing collection to make sure the folders inside were properly spaced. Unfortunately, the collection needed a great deal of reorganizing and rehousing. Many of the photographs were not placed in protective sleeves and in many of the boxes the folders had slouched to create planar distortion (see example to the right). This phenomenon can result when there are not enough folders in a box to support each other and the contents begin to sag and curl over time.

In addition to rehousing all of the records I updated the existing finding aid for the collection. A finding aid is a tool record custodians create to inform researchers about the contents, provenance, and size of the collection. They tell researchers where the collection came from, what kind of materials are in the collection, and provide an inventory of each box to help researchers locate specific records.

It’s been a long tedious process to organize all these photographs, but through that process I’ve gained a better understanding of DSU’s history and a better insight into the trials and triumphs of the institution.

Farewell

As my time at the DSU's Archives comes to end, it is time for me to say farewell. The past few months have been a struggle but also a blessing. Being a full time graduate student and having a part time job plus this internship is a lot to manage, but I have learned so much! Processing collections, creating finding aids and uploading photographs onto CONTENTdm are skills that I know will take me far in this field.

Despite being a Delaware native, I did not know much about Delaware State University. At the end of my internship, I must say, I am quite impressed. After processing the Middle States Association collection, the Hornet Student Newspaper collection and some personal collections donated to the archives by alumni, I have had an inside look at the university's history.  To see the obstacles the university has overcome along with its growth is something special.

This opportunity was not only a huge learning experience but a great way for me to network and meet some amazing new people.  Everyone I encountered was extremely knowledgeable and had a willingness to help me become more successful in this field.

As much as I am excited to finally get some days off, it saddens me that my time is over.  From the bottom of my heart I would like to give a huge THANKS to Joy and Dan!!!! You guys are great and wish you the best!

See you later DSU!
Yours Truly,
Jasmine Smith

A Christmas Letter to our Patrons

As we gear up for the holiday work parties and look forward to the President’s annual open house, we at the Delaware State University Archives want to take a moment to wish you a Merry Christmas!

2015 has been an exciting year for the archives! For the first part of the year the archives rested vacantly in a corner of the William C. Jason library.  The doors of suite 227 were locked with half-finished projects resting on the desks within.  In April I passed through those doors for the first time and made the leap from a recent graduate to University Archivist and Special Collections Librarian. To say I had only a modicum of trepidation would be lying. I was no longer an archivist in theory, but became the quintessential “lone arranger” (archivist jargon for someone who is the sole steward of an archive).   I had a lot to prove to myself and to the hiring committee who had chosen to take a chance on me.

Having now passed nearly three-quarters of a year in the DSU archives, I may proudly say I have been successful in my adaption.  I astonish myself with the recall I have for historical facts about this university, the number of acquaintances I have made on this campus, and the organization I have already imposed on the collections in my care.  The projects I have undertaken are not small feats.  I have accessioned 345 linear feet into the archive, am currently managing a $145,000 grant from the Institute of Museum and Library Services, and am contributing to the publication of a book in honor of the 125^th anniversary of Delaware State University in 2016.  How many can claim projects such as these in their first year of professional employment? I am so fortunate!

Speaking of the IMLS grant, this fall the archives became the workplace for two more fantastic archivists.  Jasmine Smith and Dan DelViscio joined my team and immediately set about helping me to promote the archives.  They continually introduce new ideas for problem solving, work diligently, and are enthusiastic about all projects set before them.  Our patrons can look forward to experiencing a remarkable outdoor exhibit next summer thanks to the creativity and collaboration of Jasmine and Dan.

As 2015 draws to a close I look forward to 2016.  I cannot wait to see what the 125^th anniversary year will hold.  I am confident that at times the archives will be called upon heavily and our days will be hectic, but I also know that Jasmine, Dan, and I will use  every opportunity to further instill the archives into the core of Delaware State University.  We will do our best to promote Delaware State University’s vision to be “one of America’s most highly respected Historically Black Colleges and Universities.”

Stay tuned! More exciting projects coming in 2016! Until then, Merry Christmas and Happy New Year!

Yours,

Joy

Winterthur Trip

Written by Daniel DelViscio

Update from our last post:

This past week on November 4^th we at the Delaware State University Archives took a wonderful tour of the conservation facilities at the Winterthur Museum, Garden, and Library. We were given a look behind the scenes at the book and library department, science analytics lab, and the paper conservation department.  

Do you remember this photograph to the right? If not, see our last post. I asked a conservator on the tour how they might go about reconditioning a photograph with rust damage. First, consideration is given to the historical value of the item. As archivists we have to consider if it is worth the time and money to restore something in your collection. Conservators have similar thought processes. They take into account how much conservation is necessary because sometimes the methods they use are detrimental to the object. With this photograph of David Warner the first step is to identify the photograph’s chemical composition. The conservator would have to decide, based on that information, what type of bleach is suitable to remove the rust stain.  The process of bleaching a photograph is like using chemotherapy to destroy cancer. A conservator can only use this method to a point before he/she has done more harm than good.

Each department at Winterthur specializes in a certain object group. We were shown labs for furniture, painting, textile conservation, and more.  Learning about the processes and techniques conservators use was fascinating, and if I wasn’t so awful at chemistry I’d love to learn how to do it myself. If you are thinking of taking a tour of Winterthur I highly recommend it. I’m told the Yuletide tours around Christmas are especially cool with nighttime events like the Yuletide Jazz and Wine and live musical performances. 

Preservation vs Conservation

Written by Daniel DelViscio

People often use the terms “preservation and “conservation” interchangeably to convey the same meaning.  If you look up these terms in a dictionary you will probably see that one is provided as a synonym of the other. They both fundamentally mean the act of preventing decay.  In the museum and archives community, however, preservation and conservation are two very different processes.

The Smithsonian Institute defines preservation as, “the systematic application of principles that prolong the life of all collections materials—analog and digital”.² Monitoring the conditions in which records are kept in is one of the ways in which archivists can preserve records before they need to be repaired by professional conservators. Conservation, on the other hand, primarily focuses on fixing individual materials that have been damaged over time, by natural disaster, or by accident. And while conservation often focuses on a single item, preservation takes into account the conditions of the entire archive by controlling things like temperature, humidity, and way in which the records are housed. Finally, conservation is typically much more expensive. 

In preservation, first and foremost is the proper handling of archival materials - such as wearing gloves when handling photographs. The second most important practice for archival preservation is the control of the climate within the archives. According to the National Archives to preserve documents and photographic materials conditions need to be maintained at around 65⁰ between 35% and 45% relative humidity.¹ This slows the aging process and keeps mold from forming. No one likes mold.

However, sometimes archivists are confronted by items that warrant restoration. Some institutions like larger universities and museums have internal conservation departments, but most archivists have to outsource to institutions that have the proper laboratories, tools, and trained conservators.

On March 19, 2015 a preservation assessment was conducted by Jessica Keister from the Conservation Center for Art & Historic Artifacts in Philadelphia, PA. In the assessment, she highlighted this photograph of David Warner. Looking at the photograph we can see why it’s been flagged, and Keister explains that the photograph has been damaged by prolonged red iron staining from a tintype which was housed with the portrait. A photograph like this is an example of an item in need of conservation and not preservation.

But where do you go to get your materials put back together? For institutions in the north-eastern United States, the answer is the conservation department at the Winterthur Museum here in Delaware. Winterthur was established by Henry Algernon du Pont in the early 20^th century to be both a home and a museum and today it houses one of the most prestigious institutions for conservation learning in the country.³ And on November 4th we at the Delaware State University Archives will take a special tour of Winterthur. But you’ll have to read about that in the next blog post.

            1. A. Ernest, Conrad. "Realistic  Environment." National Archives and Records Administration. March 1, 1999. Accessed October 15, 2015. https://www.archives.gov/preservation/environmental-control/realistic-preservation-environment.html.

2. "Preservation." Smithsonian Institution Archives. Accessed October 14, 2015. http://siarchives.si.edu/services/preservation#1.

3. "Winterthur Museum, Garden & Library." Winterthur Museum, Garden & Library. Accessed October 14, 2015. http://www.winterthur.org/?p=515&src=headerfooter.