C&RL News September 2019 452 After the University of Idaho (UI) Library Special Collections and Archives (SPEC) received an unexpected bequest of approxi- mately 340 boxes of science fiction books and manuscript materials, faculty and staff had to think creatively about how to appraise, clean, preserve, and provide basic access to the col- lection within a short time frame. Embracing the idea that short-term collab- orative projects require less formality, which makes them “low-hanging fruit” and more likely to succeed than long-term collabora- tive projects,1 SPEC implemented successful strategies such as cross-training library student employees from other units, applying for use of temporary space on campus, and creative use of available technology. Short-term projects require different approaches and resources than a long-term project. Lessons about flexibility, student learning, and using available technol- ogy can be used by other academic libraries facing short-term projects that can at first seem overwhelming. Project background Established in 1889, UI is the state’s land grant university with approximately 12,000 students. SPEC is the second largest archival repository in Idaho that collects, preserves, and curates unique materials that document the history of the university, the state, and the Inland North- west. Major collecting areas include agricul- ture, natural resources, mining, jazz, and col- lections that support UI academic programs. SPEC learned that Vicki Mitchell, a UI alumna, had bequeathed her collection of science fiction and fantasy materials to the UI Library upon her death in 2017. Both Mitchell and Jon Gustafson, her spouse, were found- ing members of MosCon, a regional science fiction convention that began in 1978. A staff geologist by day and a writer of science fic- tion and fantasy by night, Mitchell’s book, Enemy Unseen, was listed on the New York Times bestseller list in 1990 and published in multiple languages. Gustafson, who preceded her in death, was a professional appraiser of science fiction art and memorabilia, author, reviewer, and publisher. On-the-spot appraisal of the materi- als (books, serials, unpublished manuscripts, artwork, business records, local and regional convention records, audiovisual materials, costumes, and collectibles) showed the enor- mous research potential of the collection. The Mitchell collection documents the science fic- tion communities of the Inland Northwest cur- rently missing from other archival collections nationwide.2 For these reasons, it was worth the time and effort to plan for the acquisition of these unique primary sources. Major challenges There were several major challenges, in- cluding those specific to the collection (time Erin Passehl-Stoddart and Ashlyn Velte Capitalizing on short-term collaborative projects A special collections case study Erin Passehl-Stoddart is strategic projects and grants development librarian at the University of Oregon Libraries, email: estodd@uoregon.edu, and Ashlyn Velte is processing archivist, Special Collections, Archives, and Preservation at the University of Colorado-Boulder, email: avelte@uidaho.edu, both are formerly of the University of Idaho © 2019 Erin Passehl-Stoddart and Ashlyn Velte mailto:estodd%40uoregon.edu?subject= mailto:avelte%40uidaho.edu?subject= September 2019 453 C&RL News frame imposed by the estate, size of collec- tion, storage space, and original condition) and those found in short-term collaborative projects (availability of equipment, staff, and budget). Solutions to the identified challeng- es involved thinking creatively and flexibly in order to overcome these challenges. Part of the time frame challenge was to find a dedicated space to clean and inven- tory the collection. Because the initial condi- tion of the collection required preservation intervention before being introduced to permanent collection storage space, SPEC needed to identify an- other location where cleaning could take place before the per- manent move. Fortu- nately, an on-campus opportunity presented itself. UI had recently opened the Integrated Research and Inno- vation Center (IRIC), which provides flex- ible, collaborative space for teams of faculty and students gaining hands-on ex- perience across aca- demic departments for short periods of time. The UI Library applied for and was awarded access to a dry lab for one semester at no cost. Featuring multiple table heights, good lighting, secure room access, electrical plugs, sink, and square footage large enough to accommodate the entire collection, the dry lab was a perfect solution for this short-term project. Cross-training existing library student assistants In calculating the number of hours and level of expertise required to complete the project on time, it was determined that additional short-term staffing was needed. This was due to existing faculty and staff all having regu- lar duties and projects that could not be set aside and that it required working outside the main library building. Library administration gave permission for SPEC to collaborate with other library departments (access services and the curriculum center) to share student employees for one semester. This provided an opportunity for existing student employ- ees to expand their knowledge and skills in a new department and further understand the value of archives and special collections. Students also worked together during shifts and could assist and consult with each oth- er using peer-training. Cross-training in- volved sessions on safely handling and cleaning books, me- dia, and three-dimen- sional objects from the collection, including the use of vacuums capable of filtering out mold spores. Though archival quality vac- uums were outside of the budget, SPEC purchased two Metro toner vacuums deter- mined to have similar functionality and at- tachments. Students learned safety procedures for working with materials that potentially included mildew and mold and wore protective gear including masks, aprons, and gloves. Staff also provided students with written procedures and instruc- tions designed for this specific project. Using temporary tools and technology Because this project was considered short- term, SPEC found ways to avoid purchas- ing permanent tools and technology while increasing productivity on a short timeline. The collection arrived without an inventory, which prevented making initial appraisal de- cisions. Since cleaning the collection required Poster from the 1979 MosCon Convention. C&RL News September 2019 454 handling every item, staff capitalized on the high-touch process by creating an inventory of books and serials using a book app. SPEC avoided expensive equipment pur- chases by borrowing two iPad Minis for the semester through the library curriculum center. Staff investigated the use of book apps to create a basic inventory of monographs and serials that would assist with future appraisal decisions. Staff chose BookCrawler ($2.99, Apple App Store), which uses the camera feature to scan ISBN barcodes and draws from a database to populate fields for each entry. An important consideration in choosing this app was that it allowed data to be export- ed as a CSV file. The database includes many fields, including title, author, publication date, publisher, edition, page count, ISBN/ISSN, and more. It also allowed for manual entries for materials that were published before ISBN and LCCN numbers were in use, which was impor- tant for many of the books and serials in this collection.3 Staff developed procedures about which fields should be completed manually for a minimal item record. By avoiding filling in each field for manual entries, staff were able to apply a More Product Less Process approach to inventorying the collection. The ‘Tags’ field was used to enter the box number for each item so that specific books could be found later. Making a quick inventory using an inexpensive app meant that SPEC was able to create a record of what books arrived with the acquisition and a way to sort and identify multiple copies and trends to determine col- lection strengths. Opportunities for teaching primary source literacy Using the concept that library student em- ployee experiences in special collections and archives contribute to primary source literacy and lifelong learning,4 the Mitchell collection provided a unique opportunity for students to expand their skill set in understanding, caring for and curating archival collections. Students from multiple library departments (special collections, curriculum center, access services) learned about aspects of preserva- tion while making connections within a com- plex collection. For example, costumes and textiles had limited research value until students discov- ered photographs linking items to specific events and timelines. Students were intro- duced to analytical and theoretical concepts, while balancing practical considerations found in the SAA-ACRL/RBMS Guidelines for Pri- mary Source Literacy.5 In particular, students met learning objectives including situating an object in its context (4C), communicating information held by an object (3B), under- standing how records are collected and made publicly accessible (2D), and demonstrating historical empathy, curiosity about the past, and appreciation for historical sources and ac- tors (4F). This experience demonstrated how students can still learn new skills and concepts throughout short-term projects. Opportunities for outreach to new audiences While the dry lab was situated outside the UI Library but still on-campus, it proved to be an excellent choice in location to work due to its security and workspace. It also pro- vided an unforeseen opportunity to promote the interdisciplinary nature of the UI Library and SPEC. The glass walls allowed anyone walking by to see the work being done in- side, and eye-catching science fiction materi- als hung inside the doorway. This space also provided scientists and other researchers in the building an opportunity to learn about what we do and types of unique collections that are available. SPEC was invited to par- ticipate in the weekly lunch and learn lecture series for interdisciplinary research inside the IRIC Building, which provided another op- portunity for outreach to a nontraditional au- dience, including the local newspaper.6 Two examples of indirect outreach that resulted included a featured news story writ- ten for the university website and an internal photoshoot to use in library promotional ma- terials. Tamar Chute defined indirect outreach as “reaching individuals who may never visit the archives . . . who come to believe that September 2019 455 C&RL News their beloved university is known, in part, by the existence of its archives as a resource to the wider community.”7 After visiting the dry lab and seeing the collection and student learning taking place, library administration scheduled a photo shoot to capture images to use in library promotional and fundraising materials. Another effect of indirect outreach was the university’s com- munication and marketing team prioritizing an in-depth article on the project. A writer in- terviewed staff and student employees, which became a feature story on the website and was distributed to local and regional media outlets.8 These all served as opportunities for SPEC to highlight and demonstrate the work within the department as well as promote unique research collections across campus and the community. Opportunities for new collecting areas After acquiring the Mitchell collection, an op- portunity arose to purchase the Richard W. Dodson Collection,9 which contained corre- spondence and book manuscripts written by E. E. “Doc” Smith and other famous science fiction writers. Smith graduated from UI in 1914 with two degrees in chemical engineer- ing. He was one of the first science fiction authors to write about interstellar travel and published the Lensman series. After further consultation, SPEC purchased the collection because of its alumni connection, themes re- lated to the Mitchell collection, and a way to contribute to the national research agenda on science fiction and fantasy fandom and literature. The collection could also help sup- port UI academic programs, such as the MFA in creative writing. Conclusion What began as an overwhelming situation morphed into a successful collaborative short-term project that emphasized tempo- rary solutions without first having to invest in and improve library infrastructure. This short- term project was more likely to succeed due to collaboration with library departments to cross-train students, extending beyond bor- ders of a physical library through campus collaboration,10 and flexibility around equip- ment and technology purchases. SPEC also benefited from unexpected outcomes, such as expanded opportunities for teaching with primary sources on the job, nontraditional outreach opportunities through reaching an audience that otherwise may have not been exposed to library resources or services,11 and a new strategic collecting area. Most academic libraries operate within restraints such as time, staff, and budget. Us- ing short-term collaborations allowed SPEC to accept this rich collection without sacrificing necessary steps, such as preservation and appraisal, and ultimately provided a spotlight for the value and importance of archives and special collections in academic libraries. Notes 1. Erin E. Meyer, “Low-hanging Fruit: Lever- aging Short-term Partnerships to Advance Aca- demic Library Outreach Goals,” Collaborative Librarianship 6, no. 3 (2014): 117, https://digi- talcommons.du.edu/collaborativelibrarianship /vol6/iss3/3/. 2. Eaton Journal of Science Fiction, “SF Ar- chival Collections,” accessed February 18, 2019, https://www.google.com/maps/d/viewer ?mid=14sErCx7y3nalkAYeAOU6GbhCrFE&hl= en&ll=51.077577999999995%2C114.131212& z=8. 3. Mark A. Greene and Dennis Meiss- ner, “More Product, Less Process: Revamp- ing Traditional Archival Processing,” The American Archivist 68, no. 2 (Fall/Winter 2005): 208-263, https://doi.org/10.17723 /aarc.68.2.c741823776k65863. 4. Erin Passehl-Stoddart, “Let Me Tell You What I Learned”: Primary Source Literacy and Student Employment in Archives and Special Collections,” The American Archivist 81, no. 2 (Fall/Winter 2018): 438-459, https://doi. org/10.17723/0360-9081-81.2.438. 5. Society of American Archivists, “Guide- lines for Primary Source Literacy,” Society of American Archivists, accessed Febru- ary 17, 2019, https://www2.archivists.org (continues on page 472) https://digitalcommons.du.edu/collaborativelibrarianship/vol6/iss3/3/ https://digitalcommons.du.edu/collaborativelibrarianship/vol6/iss3/3/ https://digitalcommons.du.edu/collaborativelibrarianship/vol6/iss3/3/ https://www.google.com/maps/d/viewer?mid=14sErCx7y3nalkAYeAOU6GbhCrFE&hl=en&ll=51.077577999999995% https://www.google.com/maps/d/viewer?mid=14sErCx7y3nalkAYeAOU6GbhCrFE&hl=en&ll=51.077577999999995% https://www.google.com/maps/d/viewer?mid=14sErCx7y3nalkAYeAOU6GbhCrFE&hl=en&ll=51.077577999999995% https://www.google.com/maps/d/viewer?mid=14sErCx7y3nalkAYeAOU6GbhCrFE&hl=en&ll=51.077577999999995% https://doi.org/10.17723/aarc.68.2.c741823776k65863 https://doi.org/10.17723/aarc.68.2.c741823776k65863 https://doi.org/10.17723/0360-9081-81.2.438 https://doi.org/10.17723/0360-9081-81.2.438 https://www2.archivists.org/sites/all/files/Guidelines%20for%20Primary %20Souce%20Literacy_AsApproved062018 _1.pdf C&RL News September 2019 472 “I think I’ve already been doing this. I just didn’t realize it was SoTL!”—Melissa Mallon, Vander- bilt University, mallon.melissa@gmail.com Pitfalls of Neutrality: What Does Inclusivity Mean in Libraries The program “Pitfalls of Neutrality: What Does Inclusivity Mean in Libraries” was sponsored by ACRL’s Women and Gender Studies Section (WGSS) and cosponsored by the ALA Office for Intellectual Freedom (ALA-OIF). Four speakers grappled with is- sues of concern to librarians deciding how best to make patrons feel welcome and included in our libraries. Laura Bonella, WGSS past chair, served as convener. Raymond Pun (instruction/research librarian at the Alder Graduate School of Education) spoke about his experiences sponsoring a Wikipedia edit-a-thon on women’s history, including sharing some critical emails received from community members. He noted that the Wikimedia Foundation found that less than 10% of contributors identify as female, leading to skewed content. Jennifer L. Dean (dean of university libraries and instructional technology) and Julia Eisenstein (associate librarian) at the University of Detroit Mercy Libraries discussed the process of implementing gender-inclusive restrooms in their Catholic university. Despite already having single-stall rest- rooms, the process of converting them to gender-inclusive spaces involved more red tape than expected. Kristin Pekoll (assistant director of ALA- OIF) concluded the program by providing resources for librarians dealing with similar challenging situations. She reminded us of the ALA Code of Ethics provisions requir- ing us to “distinguish between personal convictions and professional duties.” She then reviewed examples of several recent challenges to library programs. OIF provides confidential resources for im- plementing intellectual freedom best practic- es, and Pekoll encouraged attendees to report any challenges they received to www.ala.org /challengereporting. During the discussion period, attendees asked about outreach, freedom of speech, and working with different affinity groups on campus.—Laura Bonella, Kansas State University, laurab@ksu.edu /sites/all/files/Guidelines%20for%20Primary %20Souce%20Literacy_AsApproved062018 _1.pdf. 6. Taylor Nadauld, “Moscow Woman’s Sci- fi Collection Becomes UI’s Treasure,” Moscow- Pullman Daily News, December 14, 2017, http://dnews.com/local/moscow-woman-s -sci-fi-collection-becomes-ui-s-treasure/article _4268bfb0-ae66-5cee-bfa2-2880b7eb3654.html 7. Tamar G. Chute, “Selling the College and University Archives: Current Outreach Per- spectives,” Archival Issues 25, no. 1-2 (2000): 36-37, https://www.jstor.org/stable/41102024. 8. Leigh Cooper, “U of I Special Collections Chronicles Regional History,” University of Idaho News, March 2018, https://www.uidaho. edu/news/feature-stories/sci-fi-collection. 9. Ashlyn Velte, “Richard Dodson Col- lection on E. E. “Doc” Smith and Science Fiction Finding Aid,” University of Idaho Library Special Collections and Archives, ac- cessed February 18, 2019, http://archiveswest. orbiscascade.org/ark:/80444/xv895628/. 10. Meyer, Collaborative Librarianship 114; Melissa Dennis, “Outreach Initiatives in Academic Libraries, 2009-2011,” Reference Services Review 40, no. 3 (2012): 369. 11. Meyer, Collaborative Librarian- ship, 114; Dennis, Reference Services Review, 369. (“Capitalizing on short-term collaborative projects,” continues from page 455) mailto:mallon.melissa%40gmail.com?subject= http://www.ala.org/challengereporting http://www.ala.org/challengereporting mailto:laurab%40ksu.edu?subject= http://dnews.com/local/moscow-woman-s-sci-fi-collection-becomes-ui-s-treasure/article_4268bfb0-ae66-5cee-bfa2-2880b7eb3654.html http://dnews.com/local/moscow-woman-s-sci-fi-collection-becomes-ui-s-treasure/article_4268bfb0-ae66-5cee-bfa2-2880b7eb3654.html http://dnews.com/local/moscow-woman-s-sci-fi-collection-becomes-ui-s-treasure/article_4268bfb0-ae66-5cee-bfa2-2880b7eb3654.html https://www.jstor.org/stable/41102024 https://www.uidaho.edu/news/feature-stories/sci-fi-collection https://www.uidaho.edu/news/feature-stories/sci-fi-collection http://archiveswest.orbiscascade.org/ark:/80444/xv895628/ http://archiveswest.orbiscascade.org/ark:/80444/xv895628/