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The Research Library contains books, unpublished manuscripts, periodicals, oral history interviews photographs, video, poetry and research files relating to the Statue of Liberty, Ellis Island, immigration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?