Edward Temple Collection

Special Collections Handbook 1998-1999

Sharon Hull, Head of Special Collections Library Assistant III Dr. Yildiz B. Binkley, Director of Libraries and Media Centers Dr. Murle Kenerson, Assistant Director

Table of Content

Introduction 1 History 2 Acquisitions Policy for Special Collections 4 Guideline for Acquisitions 4 Types of materials (to be acquired) 4 Other Collections 5 Arranging & Describing Archives 7 Accessioning 7 Arrangement 9 Description 10 Archival Descriptive Programs 10 Descriptive Tools 10 Deed of Gift 13 Special Collection Deposit 14 Accession Record 15 Separation Form 16 Providing Reference Services 17 Rules & Regulations for use of Archival Materials 17 Procedures for Special Collections 19 Rules and Regulations 19 Application for Research Privileges 20 Permission to Publish from the Tennessee State University Library 22 Photocopy Request Special Collections Archival Materials 23 Photograph Duplication Request 24 Response to Request for Information 25 Log Sheet 26 Qualifications and Responsibilities Staff Members 27 Head of Special Collections 28 Library Assistant III

Introduction The purpose of this handbook is to introduce you to the holdings and services of Special Collections at Tennessee State University Library. Special Collections is located on the east wing of the third floor of the Main Campus Library. Services are available from 8:00 – 4:15 p.m. Monday through Friday. The telephone number for the area is (615) 963-5219. Information on Special Collections can also be obtained through the TSU Library homepage, (www.tnstate.edu) and by contacting the Special Collections librarian via electric mail at hulls@Harpo.Tnstate.Edu The holdings of Special Collections can be located by author, title, and subject in the DRA online catalog, which is also accessible via worldwide web/Internet. The location symbol [Spec] is found before the call number of Special Collection items. The record will also indicate that the items are NonCirculating/NonRequest. 2 HISTORY When Tennessee State University was established in 1912, the first Library Director, Mrs. Martha M. Brown, began the process of collecting documents published by the University, such as the Tennessee Agricultural and Industrial State Normal School Bulletin, 1913-1914, thus marking the beginning of the University’s archives. The TSU Collection was formally established by the second Library Director, Miss Lois H. Daniel, a protégé of Mrs. Brown. These resources included items such as The Radio (1925), the first student Yearbook, The Tennessee State College Newsletter, (1927) a weekly publication covering events and personalities of the school; the first student Yearbook; The Meter (1950- a measure of student opinion newspaper; and the first draft of the University Seal, which appears today on many buildings and printed matter of the University. The dream of Miss Daniel to have a “Special Room” to house these and other materials was not realized until after her retirement and the erection of the present library in 1977. Dr. Evelyn P. Fancher, the third Library Director, continued the efforts of her predecessors and secured the manuscript collection of Thomas E. Poag, Director of the Players Guild, Head of the Department of Speech & Drama and Dean of the School of Arts & Sciences and the collection of Walter Robinson, editor of the Chattanooga Observer, a Black newspaper published in Chattanooga, Tennessee from 1927 to 1962. During the tenure of Dr. Yildiz B. Binkley, the fourth Library Director the following collections have been added, enhancing the quality and quantity of resources 3 found in this area. These materials include: Merle R. Eppse Collection (a TSU History professor); Avon Williams Collection (civil rights lawyer and prominent state senator); Ed Temple Collection (Head Women’s Track Coach for forty-four years and Associate Professor of Sociology); Gladys B. Adams Collection, (Associate Professor of Biology and Executive Secretary /TSU National Alumni Association and Director of the Alumni Affairs; Clarence (C.B.) Robinson Collection (distinguished Black Tennessee, educator, legislator, and alumnus of Tennessee State University) 4 ACQUISITIONS POLICY FOR SPECIAL COLLECTIONS Guideline for Acquisitions The aim of the Tennessee State University Library’s Special Collections is: to collect, preserve, and house all possible information relating to the history of Tennessee State University, special contributions made by alumni, publications from and about the University, publications of former and present faculty members. To collect on a more selective basis, significance basis, significance items pertaining to African American History, Tennessee History, rare and old books which may enhance the research value of the library. This policy is not permanent, but will be reexamined when necessary, with the approach in mind of providing a policy statement, which is consistent with the needs of the educational and research programs of the institution. This collection now includes archival materials about TSU, rare books, manuscripts, papers, newspaper clippings, black history, Tennessee histories, some audio-visual materials, and books. Selection of materials rests primarily with the staff of the TSU Library. Types of materials (to be acquired) Books Two copies of titles will be purchased if budget permits. One copy will be placed in the general circulation area and the other in Special Collections. Examples are books by faculty and alumni of TSU, personalities such as Martin Luther King, James Baldwin, and others will be purchased. Journals No special effort will be made to acquire journals, unless the title relates to TSU or is needed to complete titles in the TSU Archival Collection. Currently the titles that are housed in the area are AME Church Review 1984 to present, Broadcaster, the Journal of Tennessee State Association of Teachers in Colored Schools, 1930-1966, Southern Christian Leadership Conference 1980 to present and several sorority and fraternities publications. Rare publications If funds are available rare books will be acquired. Newspapers. Newspapers will not be acquired in Special Collections. In rare instances, newspapers may be a part of an Archival Collection; these in turn will be arranged with the given collection. We have the following newspapers on microfilm: Nashville Globe January 1907-June 1960, Pittsburgh Courier March 25, 1911 to present, Savannah Tribune, December 4, 1875-October 7, 1943. Audiovisual Materials. The library at this time has a sizeable collection of audiovisual materials, including the Afro American Culture & History Conference Cassettes 1989 to 5 present & video cassettes 1996 to present, various cassettes and audiocassettes on Afro American subjects. Theses & Dissertations. The library will retain two bound copies of all Theses & Dissertations. One copy will be integrated in the general collection and made available for circulation. One copy will be retained as a non-circulating archival copy in Special Collections. Gifts. Gifts will be encouraged. Many valuable items can be acquired through this means. Books bearing the author’s autograph will be placed in Special Collections. Manuscripts. The Special Collections Room has a collection of manuscripts and papers in its archives. Individual scholars, writers and organizations will be encouraged to give these to the University Library. Donations of collections will be encouraged. If funds should become available, the collection will be carefully examined as to the originator, importance, contents and value to the institution. Archives. The Library is the official depository for the archives of the University. Rules governing the collection and the housing of the archives must be outlined in the archive charter. Archival materials to be collected for the archives are: Files from the Office of the President Files from the Office of the Vice-presidents Files from the Office of the Deans of the College Files from the Office of Alumni Affair Minutes from the TN Board of Regents Bulletins, Newsletters, and Schedules of Classes University Catalogs University Yearbooks Publications issued by Public Relations Faculty, Staff and Student Publications Published and unpublished histories of TSU Annual Reports of major offices Faculty Senate publications Other Collections: Tennessee State University Archival Collection, 1912-. The University Archives include digital resources, official publications, student publications, brochures, minutes, photographs and other materials relating to the University. The Thomas Edward Poag Collection, 1939-1973. Dr. Thomas E. Poag founded the Tennessee State University Players Guild in 1939. He served as Director of the Players Guild, Head of the Department of Speech & Drama and Dean of the School of Arts & 6 Sciences during his tenure of thirty-four years at the University. Materials in the collection include manuscripts of publications, plays, newspaper clippings, correspondence, photographs, scrapbooks and other miscellaneous types of materials. Lois C. McDougald Church History Collection, 1832-. This growing collection includes African-American churches. Most of these churches were established between 1832 and the present and the majority are located in Metropolitan Nashville. Avon Williams Collection, 1945-1991. Avon Williams was a civil rights lawyer and prominent state senator for whom the downtown campus was named. This collection consists of memorabilia, newspaper clippings and materials from the state senator. Daniel E. Owens Collection, 1963-1971. The first collection consists of sixty-eight full music scores that were arranged and performed by the Tennessee State Marching Band. The second collection consists of 2,000 albums recorded by great jazz musicians and other artists. Walter C. Robinson Collection, 1924-1982. The materials in this collection consists of speeches, correspondences, his participation with the Republican Party, 4th Ward Chattanooga, TN and issues of The Chattanooga Observer, edited by Mr. Robinson from 1927-1962. Geir vs. Tennessee State Higher Education Desegregation Case Papers, 1968-1985. The materials in this collection include court documents, letters, decrees, and position papers by opposing groups efforts to dismantle segregation in Tennessee’s higher education system. This case is significant in terms of its legal, historical and educational implications because a federal court ruled against a State and forced the merger of two institutions (Predominantly white University of Tennessee at Nashville and historically black Tennessee State University) into one institution but under the name and the administration of Tennessee State University.

Arranging & Describing Archives The role of the University Archives is to acquire, preserve, and manage the archives of the University. Arranging and describing the Archives involves several steps. They are described as follows: Accessioning Accessioning comprises all the steps that archives take to gain initial physical, administrative, legal, and intellectual control over newly acquired material. Accessioning is the operation necessary for the transfer of material from a donor or organization to the archives or university. It is the first step of an archives program. There are five additional steps involve in this process: 1 To prepare the work site – Before beginning the accessioning process a “Deed of Gift” form is filled out. Donors who deposit papers are assured of their proper care and a mutual form for the protection of the donor and university will be signed. 2 Physical & administrative Transfer – As stated in our “Deed of Gift” the donor is responsible for delivering the gift to the library. After this occurs the accession record is used to control the records. It can be used to locate a list of records by location. 3 Physical Analysis of the Records – As part of this process the special collections librarian examines the record containers to determine the condition of the files are in. Files are transferred to acid-free archival containers. The work of accessioning begins on a file to file basis. 8 Damaged records may need to be copied or repaired. The conditions of the records are noted on the accession record. An important aspect is the separation of nontextual records such as photographs, maps, videotapes, sound recordings, etc. When records are to be removed from a collection they are noted on a separation form. A form is used for each set of different material, noting its contents, dates, volumes, and the original location of materials within the collection and its new location. These forms remain together throughout the process so that staff and users can identify the accession record in its entirety. 4 Content Analysis – This process includes recording basic information and checking for related collections. Personal papers may include a collection of another person within a collection. The librarian determines if separate collections should be established. Also at this time the librarian should take time to verify basic information about the title, contents, volume listed on the accession form. This is especially helpful if processing is not immediate. 5 Preliminary Listing – When records arrive without any indication of the contents of the box a description list is prepared. The list of the box and folder is important if access is allowed to the collection before arrangement and description is completed. 9 Arrangement Arrangement is the process of organizing documents in accordance with archival principles. The process includes packing, labeling, and shelving and is intended to achieve physical control over archival holdings. General processing guidelines should indicate the level of detail appropriate for the archives or university. The order form for Processing is as follows: 1 Biographical data 2 Correspondence a. general b. personal 3 Accounts, bills, receipts 4 Writings 5 Speeches 6 Notes 7 Programs 8 Newspaper Clippings 9 Photographs 10 Awards 11 Memorabilia 12 Printed Matter 13 Envelopes Physical Handling and Storage The library staff should go through folders to discard duplicates and note any groups of records of value. If non-textual records like photographs, maps or 10 blueprints are found they should be remove for more appropriate storage with a note indicating their transfer. This is also a time to determine which documents need copying. Newspaper clippings, scrapbooks and brittle mold damage paper should be removed for some type of corrective action such as photocopying documents onto acid-free paper or microfilming. Some records might require unfolding, cleaning, and the removal of tape or mental fasteners such as paper clips or rusting staples. Once arranged, records should be stored in acid-free folders and boxes. The collection name and/or number file heading and a unique number should identify each folder. The records are then placed in a standard legal or letter size archival box or flat box for oversize items. If possible a box should not contain both the end of one series and the start of another one. Acid-free filler materials or supports must be used to make up unused space where needed. Box labels should include the name of the collection, the date of the collection, the box number and the range of folders in the box. The last step in arrangement is the placement of the records on the shelves. Description Description is the process or analyzing, organizing, and recording information that serves to identify, manage, locate, and explain the Holdings of the archives. Archival Descriptive Programs Descriptive Tools 11 The major categories of description tools area as follows: Internal tools 1 Accession documents – By the end of the accessioning process the archives should have collected basic information about the collection and produced a summary listing. This can also serve as a permanent register. 2 Creator-Supplied finding aid – The most useful finding aids are complete outlines of internal filing structures such as classification systems or lists of file headings. These can be in the form of lists, cards, or computer data bases 3 Inventories – Inventories are sometimes called registers in some archives. In inventories the individual series descriptions are grouped under descriptions of subgroups. By doing this inventories can display the full context of how the records were created. Standard inventories for larger archives includes introductory information such as a title page, table of contents, introduction to the archives, acknowledgement, foreword by the preparer and an abstract describing the records. 4 Indexes and catalogs – Archives need an integrated tool to describe their holdings. This method is a comprehensive index where the most common forms are the card catalog or the automated database. Records can be identified in the index by number, record 12 title or records creator name. This will lead users to the finding aid describing them. External Tools 1 Guides – Guides are abstracts of inventories with an index keyed to the abstracts. For each collection an entry should include information about the history, volume, contents, physical formats and arrangement by major subgroup or series. A guide should include all holdings in all formats. 2 Summary collective descriptions – Guides can often be time consuming and expensive to produce so other methods have been developed to publicized holdings after the final processing. Short summaries of records can be sent to internal and scholarly publications, and local news media. They can be publishe.

JOB TITLE Head of Special Collections QUALIFICATIONS: (minimum) 1. A master’s degree in the field of library science. 2. Knowledge of archival concepts and requirements. 3. Must be an independent and self-motivated person with the ability to work alone and pay attention to detail. 4. Must be able to work well with others, including members of the university community and the public. 5. Knowledge of microcomputer skills. RESPONSIBILITIES AND DUTIES: The Head of Special Collections is responsible to the Director for the following activities: 1. Assuming responsibility for administration and overall supervision of the Special Collection department. 2. Process university records and manuscript collections according to accepted archival standards. 3. Supervises student assistants in routine tasks such as cutting and filing newspaper clippings, assisting patrons in locating material in the area, and routine processing tasks. 4. Training and supervise the work of support staff. 5. Scanning and editing documents for digitizing. 6. Participating in committees and activities of the University. 7. Fulfilling the University and library expectations incumbent upon all faculty. 8. Cooperating as a team member in performing any duty essential to the achievement of efficient library operation.

Library Assistant III QUALIFICATIONS: (minimum) 1. High school graduate or equivalent; Bachelor’s degree preferred. 2. Knowledge of library filing and classification systems. 3. Library experience preferred. 4. Ability to evaluate situations and make decisions. 5. Ability to communicate oral information in a courteous manner and establish and maintain an effective working relationship with students, the public and other employees. 6. Oversee direct and check work of student workers. RESPONSIBILITIES AND DUTIES: 1. Process archival documents, photographs and other non-print materials (arranges, organizes, describes and preserves library resources for public use). 2. Assists patrons in locating archival material and books in the special collection room. 3. Respond to telephone inquires and monitors the special collection reading room. 4. Organizes and plans work assignments for student workers of lower classification. 5. Assumes responsibility of the Special Collections area on a limited basis. 6. Assists librarian with scanning and editing documents for digitizing