A Day in the Life of A Book Wizard (Cataloger)

A day in the life of a book wizard

This post is contributed by Kim Cull, McGehee Rare Book Librarian.

Today, we share a look into the life of a book wizard (cataloger) here in Special Collections. Cataloging is a very important job within all libraries because without catalogers, we would have a difficult time discovering what the library has available on their shelves. Cataloging is essentially the process of creating and maintaining bibliographic and authority records in the library catalog. Cataloger work with metadata, i.e. data about data. Here within Special Collections, our catalogers describe printed items from Gutenberg’s time all the way to the present. They see a lot of very interesting materials which anyone is welcome to come and use.

We will be spending the day with cataloger Kim Cull, but she is a tad camera shy. Because of this, she will be represented by one of our favorite American Girl dolls in miniature, Molly McIntire. If you did not know, Kim is primary cataloger for the McGehee Miniature Book Collection, hence the need for a miniature doll.

 

A miniature Molly McIntire standing in front of miscellaneous rare books.

A miniature Molly McIntire standing in front of miscellaneous rare books.

Today, we have caught Kim in the middle of cataloging a collection of children’s books given to us by Josephine Iselin. This collection is quite fun to catalog because first books have to be unboxed; plus, the illustrations are amazing! Each book is a delightful surprise and a mystery waiting to be discovered. Today, we get to look at A toad for Tuesday by Russell E. Erickson, Lothrop, Lee, & Shepard Co., New York, 1974. Step one in the cataloging process is making sure the book is supported in one of our book supports – yes, even staff have to use them.

Molly McIntire looking at, "A Toad for Tuesday," by Russell E. Erickson.

Molly McIntire looking at, “A Toad for Tuesday,” by Russell E. Erickson.

Next step in the cataloging process is to review the title page and then check to see if a copy already exists in the library. In the past, catalogers would check large filing cabinets filled with card catalogs. Today, catalogers do all of their cataloging and reference work with the computer using our online catalog. If there is an existing record in our local library, all that needs to be done is adding another call number for the Special Collections copy and then describing the item. If a record does not already exist, then the cataloger must search the wider, international catalog first and then create or download a record.

Molly McIntire looking at the computer screen.

Molly McIntire looking at the computer screen.

Cataloging is similar to coding or programming in the sense that we have specific numbered fields that correspond with different elements of a item being described. For instance, the title of the book gets transcribed into the 245 field, the publisher’s statement in the 264 field, and a description of the books binding in the 590 field. The more fields we add, the longer and hopefully better the record will be. We try to add tracings or subject headings in the 600 fields that can be used in searches to help patrons find what they are looking for.

Screen shot of the bibliographic record for, "A Toad for Tuesday."

Screen shot of the bibliographic record for, “A Toad for Tuesday.”

Once cataloging is completed, it is time to make the book shelf ready. In Special Collections, this means writing out the call number on a special bookplate and pasting it in the book. Then, we write the call number on a paper slip, add a barcode, and then send the book to the stacks for our students to shelve. Sometimes, the book gets boxed and sent to off-site storage, but never fear! All materials sent off-site can be retrieved within 72 hours.

The most important part in a cataloger’s day is their tea (or coffee) break. Catalogers are fueled by caffeine. It is also good to take a break from staring at computer screens. Once recharged, the cataloger begins the process all over again with another book.

Molly McIntire enjoying a cup of Earl Grey tea.

Molly McIntire enjoying a cup of Earl Grey tea.

Thank you for taking the time to read about our catalogers’ work. If you have any questions, they are happy to speak about their work.

Staff Spotlight: Anastasia Scholze-Wang

Please join us in welcoming our newest archivist: Anastasia Scholze-Wang. We are so excited to have her! Continue reading to learn a little bit about her.

Anastasia (she/her) joins the Special Collections Technical Services team as a processing archivist. In this position, she will work to survey, process, describe, and build finding aids for various collections. She has a BA in Music Performance (Voice) and an MLIS, both from the University of Iowa, in Iowa City. In her free time, Anastasia enjoys reading, singing with her guitar, and taking meandering walks at dusk.

What was your first ever job with books or libraries?

I was lucky enough to secure a job at Iowa’s music library right as I began my freshman year of college! I needed a job badly, and they had one open slot on Wednesday evenings. I picked up more shifts as the semester went on, and then worked as much as I could all through undergrad and my masters.

What was the first thing you collected as a child? What do you collect now? (oh, c’mon, admit it).

Maybe basic, but I think it was just books (or maybe the occasional rock) as a child… Now I’m building a vinyl record collection. It’s small, but growing. I would love to own more physical media – I have a fear of losing access to my digital music collection!

Hopefully you’ve been roaming Grounds and Charlottesville a bit since your arrival. What’s your favorite new discovery other than Special Collections?

The trees and hills! The hills can be brutal (especially if you’re still waking up as you walk into work), but I love seeing the mountains on the horizon. The trees are also so much taller than what I’m used to; they’re beautiful. It’s hot here, but there’s a lot of shade from said trees, which I really appreciate.

Tell us what excites you about your job?

Getting to know the materials and the people who make up the collections. At my last archives position, I worked on one specific project organizing the papers of an orchestra conductor who previously taught at the University of Iowa. I loved getting to know him through his letters, photographs, and other materials, and I’m very excited to get to do that here. I’m excited to learn more about Virginia and UVA history, and to be able to do it in a supportive environment that values reparative work.

Tell us something about Special Collections or UVA that is different from what you expected.

I didn’t realize how peaceful it would feel on campus. I started in the summer, so there’s not as much going on as during the school year. I love taking my lunch outside and finding new nooks and crannies to just sit and enjoy the sun for a while.

If you could be locked in any library or museum for a weekend, with the freedom to roam, enjoy, and study to your heart’s content, which one would you choose?

So many! I think my top two would be the Museo de Arte Moderno in Mexico City to see a favorite artists’ (Remedios Varo) works and archive, and the LoC to spend time in the Music Division!

The Philip Slaughter Daybook Treatment, Part 1

The Philip Slaughter Daybook Treatment, Part 1 

To Wash a Manuscript 

 By: Sue Donovan, Conservator for Special Collections.

Sue Donovan, Conservator for Special Collections, is currently engaged in a long-term, intricate treatment that you might be able to see as you walk past the Special Collections Conservation Lab in Shannon Library for the next few months. On the bench is the Philip Slaughter Daybook (MSS 6556), dating from 1808-1816, which is a manuscript written in iron gall ink. A daybook is a recording of daily information for a given location, and the term is often seen for a plantation logbook in the 1800s. The Slaughter Daybook is such a manuscript and recounts the day-to-day purchases and events of a plantation in Culpeper County, Va. One of Sue’s favorite entries is the recipe for soothing rheumatism: it involves placing earthworms inside a stoppered vial within bread dough and then cooking it all together. This results in steamed earthworm juice that you can rub on your aching knees, and a fresh loaf of bread! A true two-birds-one-stone situation.  

A beige book on a black background. The first page is completely detached and placed to the left of the main textblock. There is black handwriting on all pages. The edges are ragged and have many losses.

The Philip Slaughter Daybook, before treatment.

 The daybook was acquired by UVA Library Special Collections in 2018 and was brought to the attention of Preservation Services in 2023/24. Because the book was written in iron gall ink and was bound with a sewing method that put severe strain on the paper, the manuscript was in poor shape. Iron gall ink is a type of writing media that was in widespread use from the Middle Ages up until the early 20th century. It is made with three main components: iron (metal salts), tannic acid, and gum arabic. Other ingredients could be (and were) added, and proportions and recipes for ink were highly variable. Iron gall ink had originally been made for use with parchment, a durable and relatively alkaline writing surface made from animal skins, for which it was beneficial for the ink to “bite” into the parchment. When paper started to be used as a writing surface hundreds of years later, that ink’s capacity to bite became a slow-motion tragedy for many manuscripts.  

Over time, iron gall ink can actually eat through the paper, causing letters to drop out or whole lines of text to crack.  The Philip Slaughter Daybook was unfortunately a victim of what conservators call “inherent vice,” due to the iron and acids in the ink, and every page of the manuscript had instances of drop through.  

A beige sheet of paper with brownish-black ink that has a hole in it, made visible by a white background under the beige paper.

A letter that has “dropped through.”

In addition, the paper used for the manuscript, while it was originally a relatively good quality paper, had degraded over time and was discolored and acidic. Acidic environments can speed up the degradation of iron gall ink, and metal ions can accelerate the deterioration of paper, so the manuscript needed an intervention that would arrest deterioration and allow researchers and staff members to use the daybook safely.  

Calcium phytate treatment is a multi-step process that reduces the metal ions and the acidity in the paper. The treatment requires multiple baths in different chemicals, which is not without risks, but comes with undeniable rewards as well. The first part of the treatment requires bathing the paper in deionized water to remove acidic degradation products and water-soluble metal ions.  

Three beakers containing water are shown against a white paper background. The first beaker is quite yellow, the second beaker is slightly yellow, and the third beaker appears almost completely clear.

The conservator uses beakers of water from each subsequent bath to determine the effectiveness of washing the pages. The first bath removes a high quantity of acidic degradation products, as seen in the first beaker on the left, which is quite yellow. Each following bath is less yellow, which shows that the acidity is being washed away.

In the second part of the treatment, the manuscript pages are washed in a solution of calcium phytate, which complexes free radical metal ions and changes them into water-soluble particles that can be washed away. If the free radicals were allowed to stay in the paper, they would continue to cause damage. Making them water soluble and washing them out thus improves the long-term life of the paper. During this stage of the treatment, testing strips made in-house from a chemical called bathophenanthroline help determine if the metal ions are being complexed and taken out of solution. Every 10-20 minutes a folio is removed from the Calcium Phytate bath, lightly rinsed, and then a specific area of written text is tested. Using plastic tweezers because metal tweezers can cause a false positive, a drop of acetic acid is placed on the testing strip, which will turn pink if metal ions are present. If the strip is very pink, the folio is returned to the bath in a different location, e.g. underneath another folio if it had previously been floating on the top.  

Conservator Sue Donovan, a white woman with brown hair wearing a denim button-up top and black gloves, gently manipulates a folio from the Philip Slaughter Daybook in the calcium phytate bath.

Conservator Sue Donovan gently manipulates gently manipulates a folio from the Philip Slaughter Daybook in the calcium phytate bath.

Once the testing strips are mostly white, the paper is deacidified in a bath of calcium bicarbonate, a solution made with calcium carbonate, deionized water, and a water carbonator. An exterior size of 0.5 % gelatine is brushed onto the paper to provide more protection against metal ions and to restore sizing that was lost during the washing. Finally, the pages are allowed to air dry for one hour, and then they are placed under blotters, felts, and light weight to dry.  

With the curators in Small Special Collections Library, Sue discussed how the benefits to washing the manuscript would outweigh the risks of the treatment. The time this treatment needs is a significant factor in weighing whether to proceed: It takes about 6-8 hours to complete all steps of the calcium phytate treatment for one batch of documents, not counting the drying time in the felts. Four folios are washed during one session, and the solutions have to be made either the night before or the day of treatment. Overall, Sue estimates that the treatment will likely take over 150 hours for the washing steps alone.  

Luckily, Sue has discovered that applying pre-made mending strips to damp (not soaking) pages significantly cuts down on mending time, which goes to show that innovations are being made every day!  

Picture of a pair of tweezers holding a translucent strip of paper above the surface of a wet iron gall ink document.

A mending strip held above the wet surface of the iron gall ink document.

While it is a long treatment, it will be satisfying to accomplish. The washed pages are brighter and more legible, as seen in the first two batches of folios that were washed as a trial. Furthermore, once the pages are washed and metal ions are removed, mending materials applied with more water can be used, which means stronger but also faster application. Mending iron gall ink documents that haven’t been washed can be quite slow and tedious, since conservators must limit the amount of moisture used during the application of wheat starch paste typically used in paper conservation. The Slaughter Daybook, therefore, can be more safely handled and more strongly conserved because of the steps taken to wash the acids and the metal ions out of the paper.  

Once the washing and mending are done, the manuscript will need to be bound back together, but that will be addressed in another blogpost! The overall goal for the daybook is for it to be used safely in the reading room, but in the meantime, the manuscript has been fully digitized to facilitate access to the content within. Make sure to check out what Sue and colleagues Nicole and Melanie are up to in the lab when you walk by Shannon 200!  

Perspectives from the Digitization of the Douglas H. Gordon Collection of French Books

Perspectives from the Digitization  

of the Douglas H. Gordon Collection of French Books 

This post is contributed to by two former UVA students working with the Digital Production Group (DPG) to digitize the Douglas H. Gordon Collection of French Books.

Three shelves of rare books stored in the Vault of Special Collections

A sampling of the Gordon Books taken by Stacey Evans, DPG

Perspective A: How a French Graduate Student Recovered a First Edition Novel From the 17th Century 

Contributor Biography: Christina Coomer received her MA in French from the University of Virginia in 2024. As a second-year graduate student in the Department of French she worked part-time at UVA’s Small Special Collections Library digitizing rare French books in the Digital Production Group Studio. She focuses on women’s studies in 18th Century French literature. She was awarded a 2023 Rare Book School fellowship to complete research on forgotten female authors of eighteenth-century France.  

To write about how I recovered a first edition French novel from the 17th Century, I first must explain the Gordon Collection and to tell my personal connection to it. The Douglas H. Gordon Collection of French Books is a collection of over 1,200 rare French books dating from the 16th to 19th centuries. The collection comprises first-edition copies of every notable French work by every famous French writer. The collection’s defining characteristic is the custom gold-leaf and leather book bindings. The collection is impressive in its magnitude of titles, and with all the matching book bindings, an aesthetic masterpiece.  

I first learned about the collection when I accepted a part-time position at UVA Library in the Digital Production Group (DPG). DPG was seeking a French graduate student to digitize a portion of the books in the collection. It was a dream to come to work and touch first-edition works by Moliere, Michel de Montaigne, and Balzac to name a few. After months of working at the library, I went on a tour of the library vault which houses some of the most rare and valuable books in the Special Collections Library.  

Christina is looking up at a bust housed in the vault with three books of shelves under it.

Taken during Christina’s tour of the vault by Stacey Evans with DPG

While on the tour, I learned more about the collection, which made it even more impressive in my eyes. The collection contains a book that once belonged to Madame de Pompadour and was custom made to match her apartments at the Palace of Versailles. The collection also includes a book rumored to have once belonged to Marie-Antoinette. The collection’s shining star, a beautifully bound set of Diderot’s Encyclopedie, was at one time believed to have been a part of the library of Catherine II of Russia. The identity of this set’s former owner remains a mystery. However, that day in the vault there was only one book on my radar: La Princesse de Cleves by Madame de LaFayette.  Gordon 1678 .L3 v.1/2 

A screenshot of the digital scanning of La Princesse de Cleves v. 1 title page

A screenshot of the digital scanning of La Princesse de Cleves v. 1 title page by Christina during the digitization process.

La Princesse de Cleves was the novel that persuaded me to specialize in eighteenth-century French literature. After studying it in Jennifer Tsien’s graduate course, I fell in love with the novel and period. It is the novel that defined French Realism and was France’s first psychological novel (as well as being highly entertaining on its own). I found the Gordon edition in the vault and instantly inquired about its digitization status. To think I could have the opportunity to digitize my favorite book was a pipe dream. To my disbelief, the library’s records indicated that it had not been digitized yet. I made my request to my supervisors and advocated for the novel’s importance and significance in literary history. More than that, Gordon’s specific edition of the novel included handwritten notes about the characters – information any French scholar would be eager to examine. I wanted my lasting impact at the UVA Library to be digitizing this novel for readers and scholars all over the world to enjoy. Thanks to the kindness of the DPG, my request for digitization was accepted, and I was allowed to personally digitize La Princesse de Cleves 

 

Perspective B:

Contributor Biography: Vaino Judson received his MA in French from the University of Virginia in 2024. He worked in the Digital Production Group studio in the UVA Library to digitize many artifacts in the UVA Library’s Douglas H. Gordon Collection of French books.  

The Albert and Shirley Small Special Collections Library is personally my favorite building on Grounds. Working in Special Collections means handling extraordinary and uncommon artifacts on a regular basis. Language, drawings, handwritten notes, and handmade things all make up the artifacts in the library, so really the extraordinary in this case is a variety of human activities in contexts that used to be common. Knowing that customs that have fallen out of use were once considered just as ordinary as the customs familiar to myself seems to contradict fascination with them on the surface. However, this knowledge also serves as a reminder that the human experience transcends not only myself and people I know, but the entire current moment as we understand it. In the case of the Gordon Collection of rare French books, the context in which the artifacts were made stretches back to as long as five hundred years ago. Many of these books contain biographies of major political actors and political treatises as well as philosophies that affected how people perceived themselves and others. In other words, people have been living in their own times for hundreds of years. 

Example of a handwritten page in French

Example of French hand writing

Coming into contact with the persistence of human consciousness does not only offer fascination but a humbling moment of resonance with a larger view of life. Scholars look to the past and to the previously formed ideas contained in books to understand the significance of current events. At the same time, current events relate back to the past such that the worlds of the living and the dead are intertwined. 

The library houses a number of priceless rare books and manuscripts, including those that belong to the Gordon Collection, in a secure underground chamber where the controlled temperature, moderated light level and humidity conditions shield these historical artifacts from change. Storing the books in this way makes them available to future generations and safeguards the knowledge they contain. However, they are simultaneously placed in a world unto themselves where the constant necessity of change that gives ideas gravity cannot affect the books. One way of affecting change on rare books, however, is by rendering them digital. Digitizing rare books takes these books that date back to hundreds of years in the past and recreates them in a way that is intelligible to how information is stored and shared in the present. It creates a kind of synchronism between the present and the past: a series of images in an online viewer. This relatively newly invented technology displays the use of an older technology to convey thoughts. People expressing interest in the lives of one another has existed for longer than anyone currently has been alive. Something about desiring to preserve that is distinctly human too. 

Digital picture of the spine of Lettres Philosophiques.

Voltaire, and Douglas H. Gordon Collection of French Books (University of Virginia). Lettres Philosophiques. Chez E. Lucas,
au Livre d’or [i.e. Jore], 1734.
Gordon 1734 .V65
https://search.lib.virginia.edu/items/u2334116
University of Virginia Library – search.lib.virginia.edu
Under 17USC, Section 107, this single copy was produced for the purposes of private study, scholarship, or research.
Copyright and other legal restrictions may apply. Commercial use without permission is prohibited.

Miniature books? Tell me more!

This post is contributed by Kim Cull, McGehee Rare Book Librarian sharing an exciting milestone with the McGehee Miniature Book Collection.

Did you know that the Albert and Shirley Small Special Collections Library has more than 10,000 miniature books, maps, and objects within its collection? No? Well, get your magnifying glass because we do! Most of our miniatures belong to the McGehee Miniature Book Collection given to the library in 2005 by Caroline McGehee-Lindemann-Brandt in honor of her first husband, Carden Coleman McGehee.  

Now, you may be asking, “What is a miniature book? Is it just like a regular book but smaller?” Short answer: yes. The Miniature Book Society reports that in the United States, a miniature book is a book that is “no more than three inches in height, width, or thickness.”1 Miniature books can come in all different shapes and sizes; they must fit within the parameters established and generally accepted by collectors. Within the McGehee Miniature Book Collection, there are traditionally shaped books that were meant to be carried around in a pocket and enjoyed wherever the reader finds themselves. There is a secondary type of miniature book: the artist book. These books often appear to be works of art and are meant to be enjoyed visually. Artists’ books can be very abstract and tend to focus more on the book as an object and less on the content held within. There also exists a subgenre of miniature books: the micro miniature book. In this subgenre, book artists tend to compete to see who can create the smallest possible book, and readers usually need a strong magnifying glass to even attempt to read the text.

Two miniature books pictured. On the left: The wonderful world of Smurfs with a blue slipcase with two smurfs laughing. On the right: Jim Henson's mupper show bill with a red slipcase depicting Animal.

Check out McGehee 01354 and 01355 which came with the original gift.

Now that we have established what a miniature book is, we can dive a little deeper into the history and contents of the McGehee Miniature Book Collection. Every collector has an origin story and a reason why they collect what they do. Mrs. Brandt is no different. She started collecting when she was a young girl with encouragement from her parents. She started by keeping the little books attached to dolls and expanding to collect anything that fits the criteria of a miniature book. In the early 2000s, Mrs. Brandt was hoping to downsize her house in preparation for retirement and needed to find a home for her collection. Miniature books may be small and therefore take up little space, but by then, her collection numbered around 11,000. The books were stored in specially made miniature bookcases, shoe boxes, etc. As an alumnus of Sweet Briar College, Mrs. Brandt contemplated gifting her entire collection to them. At some point, Mrs. Brandt reached out to the university her first husband attended, the University of Virginia. Of course, we wanted her amazing collection. How could we not? After careful negotiations and support from many people, most of the collection was transferred to the library in 2004. 

An accordion fold Japanese text is on display with a wooden lacquered case

Caroline Brandt’s “crown jewel” of her collection – her Omikuji; currently uncataloged.

The path to making these miniatures available in the online catalog, Virgo, has not been without its challenges. The major hurdle has always been the size of the collection. A second hurdle is that fact that Mrs. Brandt has never limited herself to collecting only English language titles; she has collected books in all or almost all the major languages. She is very fond of Japan and has collected many Japanese texts. Sadly, libraries in the Western parts of the world have not always been equipped to catalog non-roman language materials. Luckily for the library, Mrs. Brandt has kept a very detailed inventory excel spreadsheet that could be manipulated and uploaded to the catalog to make the titles accessible. It was not a perfect solution, so trained library staff had to go in and correct records. Over the years various staff members have helped to catalog the collection, including Gayle Cooper, Allison Sleeman, Barbara Hatcher, Annette Stalnaker, Teresa Brown, Jocelyn Triplett, Jackie Parascandola, and Kim Cull. Thanks, and kudos to everyone who has helped with the McGehee Miniature Book Collection. As of April 2024, we have cataloged over 10,000 miniature books and reached call number McGehee 10000! 

Miniature book is held open to show a Medieval Nail maker at work.

McGehee 10000 opened to show a Medieval nail maker at work!

You might be wondering what some of our favorite miniature books are. We would encourage you to visit the Special Collections Library and check out our “Miniature wall” where 100 different miniature books have been photographed and displayed for all to enjoy. Next to the exhibit is an iPad that contains a little information for each book. These books were chosen primarily by library staff, and we hope that you will love them just as much as we do! We also encourage you to explore the collection yourself! Titles can be discovered by searching McGehee Miniature Book Collection in Virgo; it is ok if you cannot choose just one. We know. There are so many fantastic ones to see! 

Miniature Book wall display featuring 100 different miniature books.

Come visit our miniature book wall display and check out a sampling of the collection!

We look forward to seeing you soon and hearing what your favorite is. Please feel free to take photographs, sans flash, and share the images online. Tag us @rareuva on Instagram and include the hashtag #McGeheeMiniatureBooks. 

References 

Society, Miniature Book. n.d. What is a miniature book? Accessed May 22, 2024. https://mbs.org/.