Kenneth Spencer Research Library

For the last two years, I’ve had the joy of leading a tour for a group of very energetic library users, a group that will not need to create Aeon accounts, but does need to be reminded to use their walking feet. I’m talking about the Lawrence Community Nursery School, a cooperative preschool that has existed since the 1940s. In addition to being the school where my children attend(ed) preschool, LCNS has another special relationship with the Kenneth Spencer Research Library. Like many community and civic organizations, the co-op gives their historical archives to the Kansas Collection. In fact, during the school’s last parent work day, I picked up a new accession of records that will soon be added to our collection (RH MS 616).

Students from the Lawrence Community Nursery School examine historic
photograph albums from the Kansas Collection.

It’s always exciting, when giving a tour of the building, to see what holds a particular group’s attention. This is even more the case when the group in question has an average age of 4.5 years old. This year, fewer children wanted to touch the 4000 year old clay tablets than to page through the photo albums to see what the playground used to look like. The horn books, which generally elicit audible squeals once their purpose is understood, seemed strangely uninteresting this time around. And, of course, the 100 Years of Jayhawks: 1912-2012 exhibit, complete with cardboard Jayhawks, was hard to compete with.

I always remind our visitors that the collections we hold are theirs to use. And in some cases, such as the many community groups with which we work to document their essential work, the collections would not be possible without them in the first place. Looking at the faces of these eager children as they examine photographs of their beloved school from decades past, it’s hard not to feel excited about the future of our mission.

Beth M. Whittaker
Assistant Dean for Distinctive Collections and Director of Kenneth Spencer Research Library

This is the first in what will be a recurring series of posts introducing readers to the staff of the Kenneth Spencer Research Library. Meredith Huff is Spencer’s Building Operations and Stacks Manager.

Meredith Huff in Spencer’s Marilyn Stokstad Reading Room.

Where are you from?

Battle Creek, Michigan

What does your job at Spencer entail?

I’m the Building Operations Manager, Stacks Manager and Public Services Student Supervisor.  I manage the closed stacks and building space, keep track of the collections as they are used, find space for new collections, schedule and find projects for our Public Services Student Assistants.

How did you come to work in special collections and archives?

My first job was shelving books at Willard Public Library in Battle Creek, Michigan.  I can still give you Dewey call numbers for some subjects that I shelved regularly. I worked there through high school and community college.  When I transferred to Michigan State, where I earned a degree in Horticulture, I worked in the greenhouses as well as at the main library (in the copy center and at the reserve reading desk).

In 2007, I found myself looking for a full-time job that I would enjoy.  I had tried out a few jobs since college, but never really found a job with the daily variety and challenge that I enjoyed. I wasn’t ready to jump into entrepreneurship just yet.  I had always enjoyed my work in libraries and bookstores. Books aren’t too different from plants; in fact, books are made of plants. Care and handling of delicate plants can’t be too different from care and handling of rare books and manuscripts, I thought.  So I redesigned my resume to highlight my library experience and skills, and began applying for library work.  My husband and I had lived in Kansas for a short-time in 2006, and we knew we liked the area.

I found my current position advertised on the KU jobs site and applied.  Early in August 2007, I was called for a phone interview.  I had done some research on Kenneth Spencer Research Library, and knew it would be unlike any other library where I’d worked, so I knew I would be challenged in my work. I began working at KSRL on October 1, 2007.  Each day since has been different.

What is the strangest item you’ve come across in Spencer’s collections?

I don’t spend much time looking at our collection items specifically.  I’m always focused on the call numbers.  Occasionally, I’ll hear about interesting items from my students or curators.  Someone was in recently researching chocolate.  A student paged something from our Special Collections stacks which turned out to be two pieces of Brach’s Huck Finn Chocolate Candy [editor’s note: safely encapsulated in an air-tight housing to prevent pests!]. I’m not sure how old the chocolates were.   Another student, working on a project, found a few books in Special Collections which had hair inside, something that people rarely collect nowadays.  We’ve got some other really cool things from a moon rock (RH MS 167 VLT) to uranium from the Manhattan Project (RG 17/22) to ancient manuscripts and cuneiform tablets (MS Q4). 

As Stacks Manager, you are the expert at locating anything that isn’t where it should be in Spencer’s stacks.  What’s the secret to tracking down such items?

I’ve always been good at finding things.  When I was younger, if my family couldn’t find something, they’d offer me five bucks to find it and I usually could.  Once my dad had hidden all his credit cards before my parents left for an anniversary trip.  I was offered five bucks, my going rate, to find them while they were in Chicago for the weekend.  I spent the weekend searching.  While doing so, I tried to think about what my dad would  have thought would be a ‘good hiding spot.’  I spent hours searching the kitchen, then upstairs to their bedroom, back down to check the dining room, back upstairs to check clothes pockets in their closet, then back down to check the coat closets, my Dad’s desk drawers and cubby hole. I even checked odd places in the basement.

Determined to find them, I began going through my dad’s books–book by book, bookcase by bookcase. I can still remember which book I finally found them in.  After exhausting every nook and cranny of the house, I decided to have my dad follow my search to find the cards himself.  So I sent him on a scavenger hunt throughout the house, leaving clues leading him to each place I had searched.  Finally the last clue used a riddle to lead him to the book where he had hidden the credit cards. They had been in Sombrero Fallout: A Japanese Novel by Richard Brautigan.  I must say, I earned those five bucks.

I enjoy puzzles, solving mysteries, so tracking down something that is misplaced or that others can’t find is fun to me.  I’ve got my own mental checklist of areas to search, starting with where the item should be located and “Meredith’s Mystery Shelving” (a book truck the student assistants put items they don’t know where to reshelve).  Then I move onto other possible places.  With shelving dyslexia (which can occur when a student has been shelving numerous items or is very tired) the call numbers start to get jumbled, so I try to think of various combinations of the call number.  Was it shelved as a manuscript and not a printed book?  Did it get shelved with the photographs instead of the manuscript boxes?  Once, I’ve exhausted my simple searches, I go back to my office to search our wonderful new program, Aeon, which manages paging requests and circulation.  Who was the last person to ask for this item? What else was paged for that person? Could the item be misshelved with those items?  Are there notes in Aeon indicating the item was sent to preservation or processing?

Usually by answering the above questions, I can place my hands on the item or identify its current whereabouts.  Having the new Aeon program has really helped me locate items much faster.

Shelving Sleuth:  Meredith tracking down incorrectly shelved items at her Mystery Shelving book truck

What part of your job do you like best?

The thing about my job that I like best is that each day is different.  I have a variety of tasks and projects to accomplish, and I’m able to approach them as best I can given the daily priorities. 

You supervise Spencer’s public services student assistants.  What have you learned from working with them?

Working with students, I’ve learned that kids nowadays are much more advanced electronically than those of us who were born in the 70s and grew up in the 80s. They have always had electronics and computers. Most of the time, I don’t really feel much older than the students, but when it comes to the learning curve of new programs or electronics, I begin to feel old, especially when I realize most of the kids weren’t even alive in the 80s.

What are your favorite pastimes outside of work?

I enjoy spending time outdoors.  Growing up in Michigan, I’ve canoed, hiked, or backpacked along many of the major rivers.  The Manistee area is one of my favorites.

My college degree is in Horticulture, so I love gardening and have worked at an Herb and Flower Farm, a retail greenhouse, and at a landscape maintenance company.  Someday I’d like to have my own farm business.Working at the Herb and Flower Farm, I was able to experiment with floral designs and cultivate skills such as bow making.

If I’m not outside with my dogs getting dirty, I’m inside experimenting in the kitchen.  I’ve been working on various canning recipes, trying to broaden my skills at preserving my harvest or farmer’s market finds.  I enjoy baking homemade bread too.  I dabble with sewing and knitting, usually my wintertime pastime. I enjoy reading, mostly, non-fiction (on the history of food, plants, or other aspects of society), biographies, and novels every so often.

What piece of advice would you offer a researcher walking into Spencer Research Library for the first time?

Don’t be afraid to come in and ask for assistance.  Let us know it’s your first time; we’re happy to explain why we are a closed stacks library.  We’ve got so much cool stuff!!  You’ll have an opportunity to work one-on-one with a librarian, and librarians are wonderful founts of knowledge. 

Meredith Huff
Building Operations and Stacks Manager, Public Services Student Assistant Supervisor

One of the most common questions we receive when new patrons enter the reading room is “what are those things on the desks?”  Most users are able to identify the clear acrylic (plexiglas) stands as book cradles (used to support a book while it’s being read), but the cushion-y, fabric-based “things” lying next to them present more of a mystery.

These are in fact another type of book support: one that consists of a roll-able, padded mat called a “book futon” and two long, pliable, cylindrical objects called “book snakes.”  Since some of the volumes in our collections can be quite fragile, it is important to limit the stress on their bindings during use. By rolling the ends of a book futon (or futons) around book snakes, you can create an adjustable support to accommodate books of various sizes.  The goal is to arrange the futon and snakes so that the volume lies open at a safe angle, with its “boards” supported.  This minimizes the pressure on the book’s spine and hinges.  Smaller book snakes (sometimes referred to affectionately as “book worms”) may be positioned on the book to keep it open to a given page.

Book snakes are not only an essential tool when handling rare and fragile books; they can also prove quite handy for the average reader at home! (Think about all of the times that you’ve struggled to keep a cookbook open while following a recipe or have needed to prop a book open in order to take notes).  Fortunately, making your own book snake is a relatively easy craft project. Roberta Woodrick of KU Libraries’ Conservation Services has made a wonderful video tutorial to walk you step by step through the process.  The tutorial is based on the guidelines of Jennifer Hain Teper, Conservation Librarian at the University of Illinois at Urbana-Champaign.  Enjoy!

How to Make a Book Snake, with Roberta Woodrick

Roberta Woodrick
Assistant Conservator, Conservation Services

and

Elspeth Healey
Special Collections Librarian

Caitlin Donnelly, Head of Public Services

I am absolutely thrilled to be the new Head of Public Services at Kenneth Spencer Research Library! In this position, I’ll be working with students, faculty members, scholars, and other patrons and visitors who come to the library to conduct research, attend class, or tour the North Gallery and exhibit area.

I have long been especially passionate about access, reference, instruction, and outreach in special collections. Early in my career, my personal interest in history matured into a professional enthusiasm for helping patrons connect with historical resources and the past in ways they find meaningful. More recently, my interest has evolved to focus on facilitating and expanding the use of special collections; demonstrating the relevance of history and special collections to a variety of scholarly disciplines and groups of non-academic users; and helping researchers become comfortable and competent users of special collections materials.

A native of St. Louis, Missouri, and sister of a KU alumnus, I have a BA in Humanities–American Civilization from the University of Illinois at Urbana-Champaign (2004), an MA in public history from North Carolina State University (2006), and an MSLS from the University of North Carolina at Chapel Hill (2008). Before joining the team at Spencer, I was the Archivist at the Daughters of the Republic of Texas Library at the Alamo (2008-2012), where I was responsible for all duties associated with managing the archival collection. I also have additional professional experience with the Missouri State Archives-St. Louis, UNC’s Documenting the American South, the NCSU Special Collections Research Center, the UIUC Government Documents Library, and the National Park Service.

I look forward to helping improve patrons’ experiences at Spencer Research Library. Have a question about our collections, services, or procedures? Feel free to give me a call at (785) 864-4456 or drop me an email at cdonnelly@ku.edu. I look forward to hearing from you!

Caitlin Donnelly
Head of Public Services

One challenging thing about conducting research in a special collections library and archives is that you can’t “browse” the stacks as you might in a circulating collection.  There are plenty of fortuitous discoveries to be made at Spencer, but they don’t come from your eye alighting on the volume two books down from the one that you went to the shelf to retrieve.

However, thanks to a new functionality in the KU Libraries online catalog, there is now a way to “browse” some of the Spencer Library’s collections.  This exciting new functionality bears a descriptive–if technical-sounding–name:  the “left-anchored call number” search (see below for a screenshot).

 

 

The term “left-anchored” refers to the fact that the catalog will retrieve any items whose call numbers begin with the word or series of letters that you enter into the search box.  This is useful because many of the Spencer Library’s discrete collections (such as the William Butler Yeats Collection or the Wilcox Collection of Contemporary Political Movements) have distinctive call numbers that begin with a common word or series of letters.  For example, all items in the named Yeats collection have call numbers that begin with “Yeats,” and all items in the Wilcox Collection have call numbers that begin with “RH WL” (or, even more specifically, the manuscripts that are in the Wilcox collection begin with the call number “RH WL MS” ).  Thus, if you enter those words or series of letters and select “Left-anchored call number”  from the search options, you will be able to “browse” the catalog records for the items in the collection.

You can then use the “sort results by” function (which is found at the top left of the results page) to sort the results by date (either earliest or most recent first), author, or title. 

Below is an example (with screenshots) to help illustrate this process.

Imagine you are interested in browsing printed materials in the Spencer Library’s Willliam J. Griffith Collection, a collection of books, newspapers, broadsheets, and printed ephemera focusing on Guatemala (and Central America more broadly) from the late eighteenth century to the mid-twentieth century.  Since all call numbers for this collection begin with the word “Griffith,” you can pull up all of the online catalog records for that collection by conducting a left-anchored call number search for that term:

Then you can sort the results by date (earliest first) to browse by date.  (Note: this means that you’ll receive all of the records for undated materials first, followed by the dated materials in chronological order.)

 

There is a second handy use for the left-anchored call number search: it allows you to look up a Spencer Library item by its call number.  This can be helpful when you have jotted down a call number for an item, but you can’t remember its precise title.  Simply enter the full call number in the search box (e.g. RH D213), and then  select the left-anchored call number option.  In no time you’ll be looking at the record for RH D213, which turns out to be In Preparation–a standard history of Kansas and Kansans, written and compiled by William E. Connelley.

The left-anchored call number search isn’t the be-all and end-all for searching Spencer’s collections.  For example, it’s less helpful for working with non-discrete collections such as the general rare books collection or the general Kansas Collection holdings, and it doesn’t help you identify all of the books by a specific author or on a given subject since these may span several collections.  However, it does provide you with another helpful tool for navigating the Spencer Library’s  fascinating holdings.

Ready to start browsing discrete collections?  Listed below are several (though by no means all) of the Spencer Library’s distinctive call numbers.  To learn more about distinctive call numbers within the Kansas Collection, Special Collections, and the University Archives, please contact a staff member.

The Beginning String of Several Spencer Research Library Call Numbers
MS = Special Collections manuscript collections call numbers
RH MS = Kansas Collection manuscript collections call numbers
RH MS-P = Photographic materials in the Kansas Collection call numbers
RH Ser =Kansas Collection Serials and Periodicals call numbers
PP = Personal papers in the University Archives call numbers
RH WL= Wilcox Collection of Contemporary Political Movements call numbers [***]
Josephson = Josephson Collection call numbers  (collection of leftist political literature dating primarily from the first half of the twentieth century)
RH H-J = Haldeman-Julius collection  call numbers (Girard, Kansas publisher of  the “Little Blue Book” series of inexpensive books on subjects such as self-improvement, philosophy, religion, politics, humor, biography, music, literature, science, and sex education)
KAC = Kansas Authors Club collection call numbers
Summerfield = Summerfield Collection of Renaissance and Early Modern Books call numbers (printed works in Continental Europe from 1455 up through 1700)
O’Hegarty = P.S. O’Hegarty Colletion call numbers (Irish politics and literature and other printed works from the library of Irish nationalist P. S. O’Hegarty) [***]
Joyce = Spoerri Collection of James Joyce call numbers
18th Century =18th century British pamphlets call numbers (covering poetry, drama, prose, politics and economics, and religion)
Ellis Aves =Ellis Ornithology collection call numbers
ASF= American Science Fiction collection call numbers
UA = Faculty publications, University of Kansas Press publications, and other publications associated with the University Archives call numbers [***]

[***]   Please note that for collections that exceed 10,000 items in size (marked with three asterisks above), the left-anchored call number search will return only the first 10,000 items.

Elspeth Healey
Special Collections Librarian