Problem Definition
The Cromaine Library in Hartland Michigan, like many smaller libraries, has a unique local history collection. And like many smaller libraries there are difficulties in balancing preservation of and access to information in the collection.
A special portion of the Cromaine Library local history collection was assembled by library founder, John Robert Crouse, Sr. A fascinating autograph collection gathered by Crouse includes manuscripts of Louisa May Alcott, Charles Lindberg, Felix Mendelssohn, and Pope Gregory XIII to name but four of the 250 documents in the record.
This collection was originally housed in the Cromaine Library. Many of the original manuscripts and photographs were framed and displayed throughout the library. Other items were found in boxes and file folders in the basement. The library director, properly discerning the value of the items and understanding the library did not have the facilities to properly house it, placed the collection of 250 autographed letters and photographs on permanent loan at the Bentley Library, University of Michigan in 1975.
Presently this collection is basically unknown and not accessible to the Cromaine patrons or other interested researchers. Examination of the materials has shown deterioration due to age, exposure to light and years of uncontrolled temperature and humidity. The bulk of the collection is from the mid 19th century to early 20th century. Because of the unstable nature of the paper and ink, some letters have deteriorated to the point of being unreadable. Others are difficult to replicate because of their fragile condition. Although some individual manuscripts have been encapsulated, and all have been deacidified, the majority of the collection will suffer further degradation with time. Even though the materials are now being stored in a controlled environment, intervention to reproduce the materials in another medium is necessary as soon as possible to prevent further loss.
The conflicting goals of promoting access and use, and preservation concerns can be best balanced by completely documenting the collection on photo CD prior to promoting it's access and use. Further handling of the materials will only speed their deterioration and is best left until they can be placed on a medium which will ensure their preservation.
Research Question to be Answered
How can digital imaging be used to protect original holdings, improve access to, and increase usage of a selected element of a local history collection?
Goal
To promote preservation and access to the John Robert Crouse, Sr. Collection and stimulate potential research by complying with the ALA-SAA Joint Statement on Access: Guidelines for Access to Original Research Materials statement numbers one and three.
Strategy for Answering the Question
A collaboration will be formed using: the resources, technologies and expertise available at the School of Information and Library Studies, University of Michigan (Dr. David Hessler, advisor); the archival expertise of the Bentley Historical Library, University of Michigan (Dr. Francis Blouin, advisor); technical production assistance from BioMedical Communication, University of Michigan (Pat Murphy, computer coordinator) and commitment and support of the director and staff of the Cromaine Library, Hartland, Michigan (Sandra Scherba, Director).
The autographed letters and photographs from the John Robert Crouse, Sr. Collection will be used as an effective retrieval system prototype.
Using computer technologies, images will be transferred from original medium to digital formats which will allow access from several electronic points. Digital technologies will be used to enhance denigrated originals to replicate their original state.
The end product will be a computer package that will allow any RAM or sequential access, that is navigational and understandable, and that can be reproduced in either MAC or IBM-compatible platforms, with a final version done on CD-ROM.
Groups of Library Users who will Eventually Benefit
Cromaine Library patrons including students, researchers, local historians and others interested in John Robert Crouse, individuals in the collection, as well as those interested in the new technologies used to create the package.
Hartland community resource organizations who could benefit from the use of this new technology as a method of preservation, access and dissemination of information.
Libraries and archives interested in using this technology as a way to preserve and make accessible materials in their own holdings.
Humanities and historical researchers who have not previously known of or had access to this rich source of primary source material.
Planned Activities and Dissemination
SUMMER 1995
Preliminary work: produce electronic files of images and prepare textual script
Design and write front end program to put images on single drive
Produce package that can be accessed through Macintosh and IBM platforms
Package 74 minute CD-ROM holding @600 images and text.
FALL 1995
The collection will be promoted by the Cromaine Library at a special program featuring the new package which highlights this innovative technology.
Local history awareness will be heightened by involving local history groups, school groups, and other civic organizations through outreach programs.
An article about the project will be submitted to the American Library Association and other professional journals for publication.
A presentation will be made at the 1996 Michigan Library Association Annual Conference.
A presentation will be made at the Fall Information and Library Studies Student Show Case at the University of Michigan.
Produce World Wide Web HomePage.
WINTER 1996
Selected information regarding the research project will be produced and placed on the World Wide Web accessible through Netscape Internet.
Statement of Support and Commitment, Cromaine Library, Hartland, Michigan
It is with great pleasure that I support Cynthia Terwilliger's research proposal and digital imaging project. We appreciate her interest in assisting Cromaine Library to bring the Crouse letter collection "back home" through the wonders of digital technology.
This electronically formatted package will provide greater community access and awareness of Mr. Crouse and his fine collection. Our library pride's itself on public service and innovative use of technologies to improve those services.
We offer our full support to this project and make the following commitments to it:
Today's libraries face many challenges in this new age of cyperspace. We are delighted to work on a collaborative effort with the University of Michigan's School of Information and Library Studies. They are one of the leading library schools in this area. We are honored that they are such willing partners on this digital adventure.
We are delighted, too, to continue this project with Cynthia Terwilliger, who has a proven track record with us of innovated and professional approaches to information technology, patron access, and library service.
Sandra Scherba,
Director Cromaine Library
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