When we think of archives, we often think of working with printed materials such as letters, scrapbooks, flyers, maps and newspapers. It’s frequently only in futuristic, science-fiction movies where archivists and researchers are depicted working with digital records, such as archive visits that take place in Star Wars and Star Trek. Archivists will of course be responsible for digital records in the future, but in reality, the future is already here – archivists are regularly preserving and providing access to born-digital and digitized records today, and they have been for decades.
Digital records are fragile, and most of us have had a moment where we couldn’t find an image we were looking for on our computer, a webpage we needed had disappeared, or a file wouldn’t open for a variety of reasons. Many of these situations are examples of the risks to digital files: obsolete technologies, damaged storage devices, viruses or other security risks, and even just human error (have you ever accidentally deleted a file?). In addition, digital records are being produced on a massive scale, so the sheer amount of data is a challenge to keep up with. Archivists at UMW and many other institutions are actively working to preserve digital records of historical value so that they are available for research for years to come. Examples of these records can include websites, email, and social media, along with born-digital versions of traditional records, such as PDF documents and digital photos.
The Digital Preservation Coalition (DPC), a UK-based company, charity, and community, defines digital preservation as “the series of managed activities necessary to ensure continued access to digital materials for as long as necessary” and shares a list of “endangered digital species,” describing it as “a community-sourced list of at-risk digital materials which is revised every two years.” DPC provides additional resources like a digital preservation handbook and toolkits, as well as hosting an annual World Digital Preservation Day (WDPD). WDPD is held on the first Thursday of every November, and this year’s theme is Preserving Our Digital Content: Celebrating Communities.
To celebrate WDPD2024, check out UMW’s very own digital collections, which include digitized files of analog originals (digital surrogates) and born-digital files like websites. These files live inside a system that Special Collections & University Archives uses to preserve them – the system enables us to keep multiple copies in different geographic locations, migrate file types as needed, check for viruses and data integrity, and organize the information with descriptive metadata. If you have any questions regarding digital preservation at UMW or for your own records, Special Collections staff are happy to help!
Celebrating 10 years of the Hurley Convergence Center & Digital Archiving Lab
Happy 10 years to the HCC and Digital Archiving Lab! Originally opened as the Information and Technology Convergence Center in 2014, the intention behind this new space was to bring together departments and resources from across campus into a modern, technologically-advanced collaboration space. With Simpson Library right next door and connected by an indoor bridge, the Library was further incorporated into the space with the opening of the Convergence Gallery and the Digital Archiving Lab (DAL). The DAL enables the library to conduct digitization and preservation actions for the items housed in Special Collections & University Archives, while also providing the space and resources for UMW faculty, staff, and students to collaborate with the local community on digital preservation projects.
On Friday, October 25th we celebrated the opening of a new exhibit: “A Decade of Digital Convergence.” This exhibit features artifacts, stories and projects from the HCC’s opening to today. Displays include videos and architectural drawings from the building’s construction, a homage to the Console Living Room project, a student-designed video, light art installation on the Media Wall and a display from the Library’s Digital Archiving Lab.
The DAL is equipped with specialized equipment and software to digitize rare books, manuscripts, photographs, scrapbooks and so much more. One of the most frequently used digitization tools is the Cobra semi-robotic rare book scanner. The V-shape book cradle and glass provide a safe environment for the high-resolution digitization of rare books and other fragile items. Along with the rare book scanner, the DAL has two high-resolution flatbed scanners with film scanning capabilities, a 50MP DSLR and associated photography equipment, and a suite of software applications to assist in digital archive and preservation projects.
Head of Special Collections & Digital Scholarship Angie Kemp celebrating the COBRA Scanner’s 10th birthdayStudent Intern Sandy Llop celebrating the COBRA Scanner’s 10th birthday
Through the digitization of UMW’s archival records, work in the lab enables broader access to the University’s history. These materials are now available for discovery in the Library’s digital collections, and digital versions of original records also provide opportunities for enhanced accessibility that wouldn’t otherwise exist, like full-text searchable documents. Collections include digitized materials such as university publications (newspapers, yearbooks, handbooks, etc.), WWI posters, and important artifacts like the MWC AIDS quilt. In addition to providing the technology for these projects, the Digital Archiving Lab, frequently in collaboration with community partners, provides educational learning experiences for students as well. Through student employment and internship opportunities, students interested in learning technology skills for future careers in libraries, archives, and museums can work with Special Collections & University Archives staff in the lab on projects that have a lasting impact.
Selection of artifacts that have been digitized using the Digital Archiving Lab
If you are interested in using the Digital Archiving Lab, please feel free to email archives@umw.edu to schedule your first appointment! The lab is located in the Hurley Convergence Center (HCC), room 322. The lab can be accessed directly via the HCC, or by crossing the bridge from Simpson Library’s 2nd floor into the HCC.
Archives are RAD!!!!! And that’s why we celebrate them for a whole month in Virginia. Archives are for everyone and we encourage you to come hang out with us on October 22ndfrom 2pm-4pm in the lobby of Simpson Library. We’ll have a selection of unique materials from UMW’s Special Collections & University Archives on display. This year, the Virginia Archives Month theme is “The Art of Self: Expression in the Archives” – stop by to see thematic examples from across UMW’s 116-year history, and discover how archives can be used for self-expression today.
We will also be celebrating #AskAnArchivist Day on October 16th. Stop by in person or check out our Instagram account (@simpsonlibrary) to get your questions answered. Can’t make it? Special Collections & University Archives staff are available throughout the year to help. Stop by during open hours, or make an appointment for a day that works best for you!
Open hours for this semester are Wednesdays, Thursdays and Fridays from 1:30pm – 4pm. You can make an appointment by emailing archives@umw.edu.
Want more Virginia Archives Month events? Visit the Library of Virginia website to see what else is going on all over Virginia.
In May, we said congratulations(!!!) to two awesome student employees, Alice McCoy and Caroline Urove, who graduated from Mary Washington and ventured off for their next adventure. During their time as aides with Special Collections & University Archives, Alice and Caroline led important projects for the department. They got us started on the Mutual Assurance Society Policies digital collection in the fall semester by reviewing the policies to see what might be possible. Alice continued this project in the Spring with the help of Haley (another awesome Special Collections student employee, class of 2025!), and Caroline took on the inventory of a newly accessioned collection, the records of Irene Piscopo Rodgers ’59. All of the hard work completed by Alice and Caroline laid the foundation for making these collections more accessible to researchers, and we are so appreciative of everything they accomplished! During their last week of work, we asked them to answer the same set of questions posed to our 2023 graduates – check out their responses below!
Top Image from left to right: Haley Cotton ’25, Caroline Urove ’24 and Alice McCoy ’24 stand next to the Cobra Rare Book Scanner. Bottom left image : Caroline Urove ’24 works on an inventory of the Irene Piscopo Rodgers ’59 collection. Bottom right image : Alice McCoy ’24 and Haley Cotton ’25 work together on the Mutual Assurance Society Policies digital collection project.
What brought you to work in Special Collections & University Archives?
AM: I was interested in working in Special Collections and University Archives after completing a digitization project for Dr. Turdean’s HISP 315 (Museum Collections Management) course during the Spring 2022 semester. This course initially introduced me to using the digitization equipment in the Digital Archiving Lab, and when the time was right, I applied for the position and was lucky enough to get the opportunity to work here. In addition to this, I knew that working in Special Collections would equip me with specialized skills that were relevant to my Historic Preservation major.
CU: What brought me to work in Special Collections & University Archives was my interest in you guessed it – archives! I am a Historic Preservation major with a Museum Studies minor and have the career goal of working within an archives after I graduate. My first experience within the Digital Archiving Lab was for a Collections Management project and loved the space. I eventually came back to assist with photographing artwork for a class exhibition. Right away I knew I wanted to work here as an official aide.
What was your favorite project that you worked on during your time as a Special Collections & University Archives Student Aide?
AM: My favorite project I worked on during my time as a student aide was the ongoing Mutual Assurance Policy project. In completing this project, I acquired skills in using microfiche, transcribing documents, creating transcriptions, and organizing data into Microsoft excel. I had the ability to sort through thousands of late 18th, early 19th century insurance policies and find out more about buildings from the region in their earliest years. This project has overall heightened my interest in historic documents and archival records.
CU: My favorite thing that I worked on during my time as a Student Aide was my semester assignment of inventorying Irene Piscopo Rodgers’ collection. I got to know Irene pretty well by sorting through her collection of science magazines and published works, her high school yearbooks, and even her MWC yearbooks and senior scrapbook! She seemed like such a sweet lady, and I am so honored I was able to care for her collection that was donated to the Special Collections & University Archives.
What is your favorite item (or collection of items) in UMW Archives and why?
AM: My favorite collection of items in the UMW Archives are the Mary Washington yearbooks. I have always been fascinated in viewing student life here throughout the years, and looking through these allowed me to learn so much about the history of the university and the students here.
CU: My favorite collection of items in the UMW Archives have to be the student scrapbooks. Scrapbooks are such a real, unfiltered look at student life from the 1950s and earlier all the way to the present day. One of the more obscure finds I love in scrapbooks are images of inside students’ dorms. I love seeing how dorm decor and the dorm itself has changed over time! Another thing I love about these scrapbooks is that sometimes old course catalogs, when students would have to pick classes by hand, are taped in there. Definitely some cool finds in scrapbooks!
What is your favorite rare book from the rare book collection and why?
AM: My favorite item from the rare book collection is The Little Review magazine collection. Early in the fall semester, I had the opportunity to explore and research these magazines in relation to the rare book collections’ various copies of Ulysses, and read about reviews of the book from the early 20th century.
CU: My favorite book from the rare book collection isn’t your typical “book.” I love all of the old magazines within the collection. In the Fall, I was able to look through some of the old magazines and the vintage advertisements are definitely my favorite part! One of my favorite advertisements was a back-to-school campaign for Campbell’s soup from the 1950s!
What are your post-Mary Washington plans?
AM: My current post-Mary Washington plans are to attend Virginia Commonwealth University beginning in Fall 2024 to work towards a master’s degree in Art History, and afterwards I plan to begin a Library and Information Studies program to work towards a second master’s degree.
CU: My post Mary Washington plan is finding a job! I am hoping to work in the museum field, either as a curator or within a Special Collections.
What kinds of archival resources do you think researchers will use in the future when looking back at what Mary Washington was like in 2024?
AM: I believe that researchers will use the school newspapers in the future when looking back on what Mary Washington was like in 2024. In addition to this, there is a heightened growth in digital archival resources which would also likely be referenced such as social media and newsletters.
CU: The archival resources I believe researchers will use in the future when looking back at Mary Washington during this year would definitely be the Archives’ online resources such as photographs, newspapers, and even maps to get a sense of layout and recognize what’s missing.
Do you have any favorite Mary Washington memories?
AM: While I do not have any specific memories at Mary Washington that stand out as my favorite, I have had the opportunity to experience a multitude of activities through my Historic Preservation and Art History majors. From getting to conduct hands-on archival research, complete a museum cataloging project, and explore Kenmore’s attic and the basement of the Mary Washington House, to studying abroad in England and Italy, these experiences are those that could be considered once in a lifetime, and I will cherish them forever.
CU: My favorite Mary Washington memory was going on a study abroad trip to London during Spring Break of 2023! My study abroad trip was called “Exploring British Museums” and my museum loving heart was so ecstatic!! A week definitely was not enough; however, I plan on going back soon to see even more!
Special Collections & University Archives staff are so appreciative of all the excellent work Alice and Carolineaccomplished this year, and we can’t wait to see what they do next!
UMW Special Collections and University Archives is excited to announce our newest digital collection, the MWC AIDS Quilt.
Modeled after the national NAMES Project AIDS Memorial Quilt, the MWC AIDS Quilt was constructed by members of the Mary Washington community in the mid- to late-nineties to commemorate their many loved ones impacted by HIV and AIDS during the height of the epidemic. Hundreds of colorful and intricate panels offer heartfelt messages to specific individuals lost to the disease alongside notes of encouragement, education, and unity. Illustrations of the iconic red AIDS ribbon appear prominently among recurring depictions of rainbows, flowers, hearts, and tears. The quilt presents devastation and hope in near equal measure.
We invite the Mary Washington community and members of the public to view the quilt and examine each square closely as is now possible through our digitization efforts. Special Collections and University Archives is honored to preserve this historic object and to provide access to these images, helping everyone to remember how deeply the AIDS epidemic affected our world, all the way to our campus.
For those who would like to see the quilt in person, we encourage you to attend the Fredericksburg Area Museum’s Out & About exhibit where the quilt is on loan until July 2025.
Please contact UMW Special Collections and University Archives staff at archives@umw.edu with any questions.
Written by Sarah Appleby. This announcement has also been featured on Eagle Eye: News for Faculty and staff.
This post was written by Regan Chancellor, Special Collections Research Coordinator and our newest staff member in UMW’s Special Collections and University Archives. We’re so excited to have her here!
Not a Devil nor a goat. If you had asked me if I were a devil or a goat a month ago, I would have thought you were making a joke. Since my starting week lined up with Alumni reunion weekend I had enough of the 1908 society members to explain. In a lot of ways, I was excited to begin my work as Special Collections Research Coordinator for the Special Collections & University Archives because it gave me a crash course in University of Mary Washington history.
People learn in diverse ways and as much as I loved sitting in a classroom, I thrive in an institution that proved alternative forms of learning. Such as museums, galleries, libraries, and of course archives. Growing up I always wanted to do something with history. I blame movies such as The Mummy,Page Master, and the original Indiana Jones for planting those seeds. Like so many others I had no other guidelines when it came to higher education so I picked a school that offered me the most scholarships and had a program I thought I would enjoy. That was Radford University where I studied Art History and Museum Studies and minored in Cinematic arts. My time at RU gave me the opportunity to explore the academic world more than just Harrison Ford made it out to be. I became incredibly involved in campus activities and had several student worker jobs while there. Resident assistant, food services, tour guide, tutor, art gallery assistant but the ultimate was working in the Archives and Special Collections at McConnell Library.
While I was there, I worked under the then Head of the Archives and Special Collections Aaron Spelbring and the now Archives Supervisor & Appalachian Music Specialist Bud Bennett. Both were supportive mentors and supervisors. They understood that I was a student but that I wanted to explore the potential of working in a university archive. They encouraged questions and included students in large projects. This time in the archives help me focus my studies and my goals to work in an archive.
Post RU I tried to soak up any historical, museum or archival experience I could. As I made my way around the museum world of Richmond, Virginia I set my mind on making sure that I would end up in an archival setting. I was ready to go back to school, move, get a new job, you name it, I was willing to do it. When I was starting to get that ball rolling a pandemic hit the world and made it stop spinning. Like so many others I was not left untouched by Covid-19. Throwing a wrench in my career plans was only one fraction of how it turned my world upside down.
Slowly turning my life right-side up again, I found a particularly good state job that I enjoyed but that left something missing. This led me to hope back on my career path and search for a job that would take me closer to an archival environment. As luck would have it the amazing people in Simpson Library needed a hand in their Special Collections & University Archives. As someone close to me kept pointing out, the job description fit my resume almost perfectly. Lucky for me Special Collections & University Archives thought so too.
Not a Devil nor a goat but I am elated to be a part of the University of Mary Washington as the new Special Collection Research Coordinator for the Special Collections & University Archives.
Bibliography
University of Mary Washington, Battlefield (Fredericksburg, Virginia, 1941), Simpson Library Special Collections & University Archives., https://umw.access.preservica.com/IO_0e10a021-e152-4676-a576-42dcbbc96bd1/, June 10th, 2024.
University of Mary Washington, The Bayonet – Student’s Handbook (1936-1937) (Fredericksburg, Virginia, 1936), Simpson Library Special Collections & University Archives., https://umw.access.preservica.com/IO_76e73bce-e1d7-488d-9f1e-0ddec9b6887e/, June 10th, 2024.
University of Mary Washington, Students Handbook (1933-1934) (Fredericksburg, ,Virginia, 1933), Simpson Library Special Collections & University Archives., https://umw.access.preservica.com/IO_cdd3dc71-e824-45f0-9727-4e0396d18a58/, June 10th, 2024.
To highlight the power and opportunity in the DIY efforts of both archivists and archives users, this year’s Virginia Archives Month theme is Community Made: Zines and Self-Published Material. Archives are reflections of the communities who built them, and our users often find themselves inspired to add to the community’s story or to use our materials to create something new. Archives aren’t only for scholars and researchers; they can be for artists and writers and anyone!
A zine (pronounced zeen) is a self-created magazine about anything! They can be made from basic supplies like paper, scissors, pens, and markers, and then reproduced by simple photocopying.
Making a zine can be as simple or as detailed as you’d like it to be. Below, we’ve included a diagram that shows how you can make a zine with just a regular letter-size piece of paper and a pair of scissors.
Make your own mini zine!
Whatever goes inside is up to you! Zines can be used to tell a story, share artwork, bring together a community, spread information, or just for self-expression. You can cut and paste images on the pages, write, draw, or all of the above!
This month (and also all the time) we’re encouraging our friends everywhere to try making their own zines. Even if it’s just for you and no one else, you’re still part of a community of creators and we’re happy you’re here! Virginia is lucky to have several zine libraries and collections of self-published materials in repositories across the Commonwealth. We have a small collection of materials here at UMW too!
Spring 1993 issue of Static
One such example is Static, which was briefly the official student publication of the Mary Washington college radio station WMWC. The self-published newsletter showcases the classic cut-and-paste and hand-drawn aesthetic of 80s and 90s punk and, while generally focused on music and culture, openly invited submissions of all kinds.
There’s plenty more self-published and community made materials in the UMW Archives! Come visit us at our Archives Month table on Tuesday, October 24 from 4-5:30pm. We’ll be on the first floor of Simpson Library making zines and we invite you to join us! We’ll have all the materials on hand for you to get started! We’ll also have some examples from UMW’s collections and our own personal libraries for you to view, and some free Virginia Archives Month stickers and swag.
It’s been a bittersweet week in Special Collections & University Archives as we bid farewell and good luck to our two student aides, Jamie Van Doren and Kathleen Martin, both graduating this semester! Jamie and Kathleen have worked with us over the past year and made so many of our projects successful. Their work included curating two exhibits in Special Collections, assisting researchers in the reading room, processing and captioning oral histories, fulfilling digitization requests, creating metadata for digital collections, researching and developing technical workflows, and so much more! Before their last day with the department, they answered a few questions about their time here and their thoughts on the future of archives. Check out their answers below! (Spoiler Alert: Dr. Ferrell’s classes frequently lead to employment in our department!)
Jamie, Kathleen, Angie & Sarah in Special Collections.Kathleen using a small, metal spatula to carefully remove a photo from a sticky magnetic album.Jamie processing images from the rare book scanner.Jamie turning the page of a scrapbook on the rare book scanner.Kathleen placing a photograph on the high resolution flatbed scanner.
What brought you to work in Special Collections & University Archives?
JVD: I decided I wanted to work in Special Collections & University Archives when I found out about it through Dr. Ferrell’s 298 class. I was really fascinated by getting to see the rare books and the Digital Archiving Lab.
KM: Spring of 2022, I was taking History 297 (now 299, as it was the transitional semester) with Dr. Ferrell, and we came into Special Collections and the Digital Archiving Lab to get introduced to our Omeka project. I didn’t know they had existed prior to that day and I was enchanted the moment I walked in. When it was mentioned that the Archives was hiring for a student aide for the following semester, I knew I wanted to do that; at the end of that class session, I asked for a job.
What was your favorite project that you worked on during your time as a Special Collections & University Archives Student Aide?
JVD: It’s hard to pick a favorite project, but if I had to choose I think I would go with the Black Alumni Oral History project. The content was obviously fascinating, and I also feel like I learned practical/useful skills with that one (the captioning process, how to use Premier Pro and Media Encoder).
KM: While it was tedious work, I thoroughly enjoyed doing captioning for the oral history projects. I enjoy problem-solving and feeling useful, and revamping the workflow for that project made me feel both of those things. Of course, I’ve enjoyed much of what I’ve done here, but that one gives me a real feeling of accomplishment.
What is your favorite item (or collection of items) in UMW Archives and why?
JVD: My favorite collection of items in UMW Archives is the yearbook collection. One of my favorite things to do is flip through a random yearbook and look at pictures of places that I recognize (or don’t recognize). I think they give such a rich perspective on what UMW was like in different time periods, and I enjoy them a lot.
KM: I have a soft spot for the student handbooks. I found them while doing research for a patron and enjoyed them so much that I did my senior thesis with them as my primary source. I think they give a really interesting look at the structure of student life, which is a topic that fascinates me endlessly.
What is your favorite book from the rare book collection and why?
JVD: My favorite book is Mary Wollstonecraft’s A Vindication of the Rights of Woman. The book itself has such a fun story. I think it’s an awesome addition to the collection, a beautiful book, and an interesting one with the writing in the margins and the insides of the front and back covers.
KM: I enjoy the James Joyce Ulysses collection we have, both because I enjoy Joyce’s work (though I’m mostly familiar with Dubliners) and also because I am entertained by the fascination that previous archivists clearly had with Joyce. The collection takes up several shelves, all filled with various editions of the same book, and that entertains me to no end.
What are your post-Mary Washington plans?
JVD: My post-Mary Washington plans are to start my job as Senior Library Assistant in Access Services at George Washington University’s Gelman Library. I will also be pursuing a Master’s degree in Library and Information Sciences from University of Washington through their online program.
KM: I just interviewed for a museum position in Maryland, so fingers crossed, but if that doesn’t work out, I’m keeping my eyes open. I’m a very opportunity-driven person (see above, when I applied for this job because the opportunity jumped out in front of me) so I don’t have any specific plan I’m trying to follow. That being said, I enjoy working in both Museums and Libraries, and I think I would like to continue working in one or the other. That might eventually force my hand to grad school, but I’m going to see what I can do with my Bachelor’s first.
What kinds of archival resources do you think researchers will use in the future when looking back at what Mary Washington was like in 2023?
JVD: I think the school newspaper will be incredibly useful, as well as social media accounts for the school and it’s programs—SAE, CPB, sports teams and clubs, etc.. Those will say a lot about what day-to-day life was like for UMW students. If there’s a way to archive the social media posts of campus organizations, I think that information would be very useful for people to have.
KM: I think digital-born archives will be heavily utilized, such as course catalogs, student handbooks, and archived emails, but I also think that things like archived websites and student blogs could come in handy as well. In my opinion, physical archives will never become obsolete, and things like scrapbooks and journals will always be useful and interesting.
Do you have any favorite Mary Washington memories?
JVD: I have lots of favorite Mary Washington memories! In SCUA, I think one of my favorite days was the big reunion we had over the summer in 2022. I had a ton of fun showing people their yearbooks and the interesting items we have in the Rare Book Room and stuff like that. I don’t think I was necessarily having fun at the time, but I also love looking back on climbing the stairs up from Russell to go up to campus. The tree with a bunch of shoes on it is one of my favorite things, plus the view as you make it up the hill and can see the Bell Tower and stuff like that.
KM: I have enjoyed my classes here and I have enjoyed the people I met here. As I am a “non-traditional student” (which I think is a silly label) I have looked at Mary Washington as just another job. I don’t live on campus and I haven’t done many student activities or events. Still, getting to form a friend group who have similar interests and values to me has been a dream, and I’m grateful to have had the opportunity to do so.
Special Collections & University Archives is so appreciative of all the excellent work Jamie and Kathleen accomplished this year, and we can’t wait to see what they do next!
Check out the third video in the UMW Rare Books Spotlight Series! In this installment, Dr. Antonio Barrenechea discusses our first U.S. edition of Mary Wollstonecraft’s A Vindication of the Rights of Woman, published in 1792. A common favorite among staff and students, and frequently used in classes, this book is currently out for conservation treatment with the help of Giving Day donations. The treatment will include restoring the corners of the covers to better protect the pages inside, and reattaching loose pages.
This video was filmed and edited by Nick Onorato ’23.
The second video in our Rare Books Spotlight Series is now available! In this video, Dr. Antonio Barrenechea discusses one of our most popular treasures in the rare book collection, a first edition of Ulysses by James Joyce.
This video was filmed and edited by Nick Onorato ’23.
