Smithsonian Collections Blog

Highlighting the hidden treasures from over 2 million collections

Collections Search Center
Showing posts with label Smithsonian History. Show all posts
Showing posts with label Smithsonian History. Show all posts

Monday, June 28, 2021

Seeking Pride in Our Collections

By Hannah Byrne 

Like so many employees across the Smithsonian (and at museums, libraries, archives, and cultural heritage institutions around the world), at the Smithsonian Libraries and Archives we are anxious to get back into collections to pick up research projects we put down at the start of the pandemic.  At the Archives, we help collect, preserve, and tell the stories of Smithsonian employees and community members. One research project that was halted by our departure, was looking more closely at our collections to understand the history and experience of LGBTQ+ employees at the Institution. 

As we celebrate Pride this year, we’re looking back at one of the founding documents of the Smithsonian Lesbian and Gay Issues Committee. In this memo, Smithsonian employees Leonard Hirsch and Eric Keller, as representatives of the committee, sought formal recognition from Smithsonian administration for the group to operate and advocate effectively for LGBTQ+ employees across the Institution. The memo--luckily for us was already digitized--accompanied the group’s founding guidelines. We learn so much from this document: the group’s origin and connection to National Coming Out Day, the invisibility of LGBTQ+ employees at the Smithsonian, and the work they hope to accomplish as an advocacy group. When we return to the archives, we hope to explore more collections related to this topic to learn more about this group, more about the diversity of their members, more about their initiatives, and more about their successes and challenges to advocate for LGBTQ+ employees at the Institution. 


Memorandum from Leonard P. Hirsch to James Early, June 3, 1991, page 1, Smithsonian Institution Archives, Acc. 15-218, Image no. SIA2017-045374a.


Memorandum from Leonard P. Hirsch to James Early, June 3, 1991, page 2, Smithsonian Institution Archives, Acc. 15-218, Image no. SIA2017-045374b.


Hannah Byrne, Program Assistant, Institutional History Division,




Monday, March 8, 2021

Celebrating Smithsonian Women in Women's History Month

By Pamela Henson

Smithsonian Institution Archives has a wide array of photographs of women since our early years, but some stand out more than others. I am particularly fond of this image of a group of women celebrating a retirement. Like the flowers Nellie Smith is holding, they are arranged like a bouquet of flowers themselves! But this is a group of very important women at SI in 1930 – they ran a lot of major offices. Louise Pearson moved with Alexander Wetmore to the Secretary’s Office when he became Secretary in 1944 and kept the Institution running. Miss Nellie Smith was replaced by Helena M. Weiss, who was later SI Registrar. When Weiss retired she was replaced by seven separate unit heads. Their titles don’t capture their responsibilities. Moodey was an “Aid” in Geology, but actually curated the gem collection for many years.  As “clerks” to the Institution’s top administrators, this select group of friends kept the Institution humming.

Luncheon for Nellie Smith, 31 July 1930, at the Ye Old Inn. Photograph Probably taken by Narcissus H. Smith, Smithsonian Institution Archives, Record Unit 7177, Box 13, Folder 16, neg. #SIA- 94-4431.
 
Image:  https://ids.si.edu/ids/deliveryService?id=SIA-94-4431  

This image is from a luncheon given by these friends in honor of the retirement of Miss Nellie H. Smith at Ye Old Inn on Thursday, July 31, 1930. She was appointed in March 1890 and spent 40 years at the Smithsonian. Top L to R: Louise A. Rosenbusch, Principal Clerk, Office of Dr. William H. Holmes, Director, National Gallery of Art, now the Smithsonian American Art Museum; Louise Pearson, Secretary to Dr. Alexander Wetmore, Assistant Secretary, SI (later the sixth Secretary of the Smithsonian, 1944-1952); and Narcissus Smith, Clerk to the Editor, Dr. M. Benjamin, United States National Museum (USNM). Bottom L to R: Helen A. Olmsted, Principal Clerk, Office of Mr. W. de C. Ravenel, Administrative Assistant to the Secretary, USNM; Nellie Smith, Clerk, Division of Correspondence and Documents, USNM; and Margaret W. Moodey, Aid, Geology in charge of Gem Collection, working for many years with G.P. Merrill, Head Curator, Department of Geology.

Pamela Henson, Ph.D., Historian, Smithsonian Libraries and Archives



Tuesday, December 17, 2019

The Smithsonian’s Journey of Computerized Library and Archives (1994-2009)

Read Part I: The First Integrated Library System


PART II: STEPPING OUTSIDE OF THE BOX

Jump starting and Supporting Digitization


In 1994, OIRM SIRIS began a new venture in the field of library and archives automation: the support of online media files.   At the time, the Smithsonian had several Collection Information Systems including the library’s system, but no catalog records were linked to images or video files, which prohibited public access.   

One of the NAA images digitized during early digitization
With a newly implemented internet, we modified a new WebPac application configuration to enable images to display with catalog records online, demonstrating the technical potential to library and archives staff. This new and exciting feature required Smithsonian staff to digitize images and then link the image files to catalog records by referencing the image URL in the MARC 856 field.  It was a challenge to get started because no one knew how this would work, so we had to lead by example.

By 1995, OIT (Office of Information Technology, successor of OIRM) purchased a couple of image scanners.   SIRIS helped the NMAA Art Inventory project digitize about 200 photographs of sculptures and linked them to their catalog records.  The first Smithsonian public online system that could display object records with images was born!   In 1996 at the Smithsonian Institution’s 150th Anniversary Event on the National Mall, we showcased the brand-new functionality to the public.  The online demonstration using the Netscape Navigator web browser even included a few cephalopod video clips from NMNH.   The excitement for the new functionality energized archives staff.  Although more archives professionals accelerated their image digitization efforts, most of them did not have the resources to host images online.  The digitized image files accumulated on hard drives, CD-ROMs, and laser disks.  Many of these storage devices sat on bookshelves or under desks; they were not accessible to the public online.

In 1996, OIT SIRIS created the first Smithsonian central “Multi-Media Server” that hosted online images for SIRIS members. This service included online storage and web server support, image maintenance support, digitization training programs, image linking trainings, and usage statistic reporting.  Until 2014, this multimedia server hosted over 900,000 images, video and sound files for 18 SI units.  Jim Felley, (SIRIS senior system administrator), provided critical support and management of the service until it was retired in 2014, after all images were migrated to a new Digital Asset Management System (DAMS).


Leadership in Data Standard and Vocabulary Control

In 1999, the Smithsonian library system was upgraded to the Ameritech (now SIRSIDYNIX) Horizon system.  This new system came with flexible system-configuration capability and a strong authority (vocabulary) control function.  Most importantly, it allowed the Smithsonian to establish many locally defined fields, supported record relationship linking capability and supported specialized indexes that met the needs of the Smithsonian’s nontraditional challenges.  SIRIS had grown to support eight databases:  Library, Archives, Art Inventories, SAAM Photo Archives, Art Exhibition, Research Bibliography, History of Smithsonian, and Directory of Airplanes. 
Over the years, 14 archives, 20 library branches and several museum research departments depended on SIRIS to do a wide variety of collection management functions.  More and more data sets were added to the eight databases using custom programming and data importing.  By 2006, nearly 50% of the 955,000 non-library records were transferred from local databases such as DBASE, MS Access, Excel, C-Quest, FileMaker Pro, WordPerfect, Text, etc. 
Library of Congress Subject Headings Catalog

Mapping these different datasets into the MARC format was a big challenge, but dealing with data inconsistencies was an even bigger one!  Much of the data from these random databases lacked consistency from record to record and across datasets, and very few datasets followed national data standards.  So, our priority shifted to data cleanup of the records created by the staff at 14 Smithsonian archives .  Our goal was to following national data standards and cataloging guidelines.  This approach proved to be a wise decision on multiple levels.  First, we avoided internal disagreements as to how to standardize the data among several archival units.  Secondly, we were able to hire professionals whose knowledge was applicable to our goal.  Finally, standardizing the data in different databases across the Smithsonian made building the Smithsonian wide Collections Search Center platform much easier. We didn’t know the benefit of this final point at the time. 

We used a few main approaches that were very productive:
  • Conducted extensive data analysis, created reports using thousands of programming scripts, looked for exceptions and patterns in data and listed them out for catalogers to review or make changes. This approach took advantage of both human intelligence and computer speed to handle complex data issues.
  • Conducted several thousand global data modifications based on cataloger’s requests.  This allowed us to make changes to thousands of records at a time, thus speeding up progress and efficiency.
  • Prioritized access points and authority records for Names, Subjects, Form & Genre, Geographical, and Culture terms which greatly improved searchability and discovery.
  • Sent out authority records to professional vendors for authority heading matching, then flipping incorrect terms to Library of Congress standards and reloading the records back into our system. While expensive, it provided high quality data.
  • Conducted regular cataloging and metadata training and encouraged collaboration among cataloging units to maintain high-quality cataloging practices.  The regular face to face meetings reinforced the importance of data quality and improved interactions among staff across the Institution.
For more than ten years, we continued to transform and standardize metadata within the eight Horizon databases.  We established methodologies as to how to handle chaotic situations and developed creative solutions to solve problems.  The result of our persistent efforts became the solid foundation for the next phase: creating a centralized searching system for the Smithsonian Institution and filling the goal and wish from 1980.


Pushing Beyond the Norm and Changing Culture - First Large-Scale Library, Archives and Museum Online Search Center

By 2005, the Smithsonian’s libraries, archives and museum collection records had been growing rapidly across the Institution thanks to the advancement of and wide use of database technology.  Large numbers of computer records were created and maintained in highly specialized commercial and local database systems.  However, collection records were available on over 100 disparate websites, which made them difficult for the public to use. 

In 2006, OCIO LASSB (Library Archives System Support Branch, successor of SIRIS) began to design a one-stop discovery platform that would include all Smithsonian collection data regardless of data format, professional disciplines or data owning organization.  We decided that this Cross Search Center should support simple keyword searching and be able to filter search results by data categories such as Name, Topic, Place, Culture, Date, Media type.  Since no one had done this at a large scale before, we had to innovate and find the best solutions to problems as they arose. 
We started with the eight SIRIS Horizon datasets. Our first challenge was to address the diverse data types and find ways to make the data consistent in the Cross Search Center.  We reviewed technology platforms, data standard options and data mapping possibilities.  We identified common data elements in records from across different disciplines including art, science, culture and history, and defined a new metadata format that supports a wide range of material and object types (i.e. books, journals, bibliographies, photographs, art objects, and archival materials). 

Andrew Gunther(senior software developer), took the lead in selecting an open source technology (Solr) platform that supported easy searching, faceted filtering and fast indexing functions.  The platform also allowed searching with automatic stemming for word matching, configurable relevancy ranking of search results, positive and negative limit options, and scalability for large data sets.

Insisting on consistent metadata standards was the key to our success.  After evaluating several existing metadata standards (MARC, VRE, MEDS, CDWLITE, CCO), we identified the most common data elements and created the Smithsonian Index Metadata Model.  George Bowman (senior system administrator), took the lead in designing this flexible metadata model that accommodated many specific use cases.  The LASSB (Library and Archives System Support Branch, the successor to SIRIS) team consulted OCLC FAST (Faceted Application of Subject Terminology) schema and used it to break up our LCSH subject heading by subfields from our MARC records, thus allowing faceted searching and filtering in the Cross Search Center. 

The system was designed to aggregate data from multiple databases into a central Solr index.  Jim Felley (senior system administrator), led our team in extracting data from the Horizon databases.  All data was mapped to follow the Smithsonian Index Metadata Model and each dataset required custom extraction programs to support the necessary data mapping.  We carefully tracked the highly complex data mapping requirements in a spread sheet, which allowed us to update the data and refresh it daily in the data repository for the Cross Search Center.  Randy Arnold (system administrator) ensured all systems are integrated and monitored multiple servers and system operations.
Data Aggregated from different databases into EDAN for Collections Search Center

In 2007, the Cross Search Center (http://collections.si.edu)  went live with nearly two million records from the Smithsonian libraries, 14 archival units, and several other research offices from two museums.  For the first time, the public was able to search all library and archival collection records in one platform at once.  These search capabilities were the result of Smithsonian staff’s diligence in working on metadata and authority control over the past ten years. The public and the reference staff loved the new user-friendly system.  Anne Spire, Director of the Office of the Chief Information Officer, advised that the Cross Search Center (CSC) be expanded to support all Smithsonian museum collections. The Cross Search Center was renamed the Smithsonian Collections Search Center (http://collections.si.edu), and the back-end data indexing and data repository platform was named the Enterprise Digital Access Network (EDAN). 

Getting more museums to contribute data to EDAN and Collection Search Center required effort to build relationships between OCIO LASSB and the museums.  Even though the technology and system design were fully ready to take on the wide variety of data, changing institutional culture took a lot more time and work.  Smithsonian collection staff had not traditionally worked together across the institution, and letting go of their carefully curated data that was compiled over many years required a new way of thinking. 

LASSB made sure that this collaborative work with the museum staff created mutual benefits. 
  • To make sure the museums can control their own data in the centralized system, we allow the museums to decide on which data elements to contribute and the display labels for their data element.   
  • In the Collection Search Center, museum names were prominently on display and every record had a link to the hosting museum’s website which greatly increased online traffic to the museums’ collection website. 
LASSB first approached smaller museums that were more willing and had more to gain in participating in this project.  Some of the early participating museums included the National Portrait Gallery, the National Postal Museum and the Freer Sackler Gallery.  Mike Trigonoplos (system administrator) extracted most museum data in this phase.  These museums’ holdings were seemingly unrelated, but in the Collection Search Center, search results produced surprising connections.  The positive feedback and testimonies from staff helped to propel the project forward.  The message was clear: collaboration among units produced powerful results.   

Screen shot of Collections Search Center in 2009

By December 2009, the Collection Search Center became the first large scale LAM system in the United States with more than two million catalog records from several SI museums. The system added data from more museums over the next few years.   Today, this system includes 15.5 million records and five million online images, audio and video files from all major Smithsonian libraries, archives, museums, blogs and YouTube websites.  Once again, we had to tackle data consistency issues submitted by the different museums.  Capitalizing on our previous experience in vocabulary control, we quickly developed a systematic method to address these issues.   George Bowman created a sophisticated data mapping database system that defines exception terms and enables replacements by the controlled vocabulary and data categories.  This database contains about 50,000 specific use cases and instructions.  The standardized terms significantly improved the performance of the Collections Search Center and the accuracy of search results.

In 2012, a public tagging functionality was added to the Collections Search Center.  It allowed the public to add keywords to catalog records online, with those tags searchable within ten minutes. During the trial period, 1.6 million records from nine Smithsonian units were released for tagging.  In just six-month, the public entered more than 1,000 tags.  Public users filled in blanks for creator names, classified object types, identified historical events, individuals, ethnic groups, genders, aesthetic characteristics and style, characterized film clips and pointed out mistakes. 
A Tagging Screenshot from the Collections Search Center in 2009
The tags function improved searchability and increased public participation.  However, the Smithsonian staff did not have the resources to shift through all the tags and add them to catalog records, so the project ended after 5 years.




Ching-hsien Wang,  Branch Manager
Library and Archives Systems Support Branch (LASSB)
Office of the Chief Information Officer



The Smithsonian’s Journey of Computerized Library and Archives

The Smithsonian Institution, with its 19 museums, 20 libraries and 14 archival units, prioritizes sharing our resources and discovering knowledge with the public.  Today, 15.5 million library, archives and museum objects and 10.4 million images are online to support research, education and public service.  It has been a challenging but rewarding journey to transform a manual and paper-based Smithsonian into the digital Smithsonian of today.  This evolution of automated library and archives systems and the collaboration that made it all possible at the Smithsonian is impressive, and I wrote these three blogs to share this history with you.


PART I : THE FIRST INTEGRATED LIBRARY SYSTEM (1965-1994)


Ahead of Its Time from the Beginning

At its inception, the Smithsonian Institution Libraries (SIL) depended on paper card catalogs.  In 1965, the SIL began to slowly convert from the Dewey Decimal System to the Library of Congress’s cataloging classification system.  Simultaneously, it began to transition from using handwritten catalog cards to computer printed ones.  Smithsonian invested in the latest technology: card punching machines to support the data entry.

Starting in 1975, SIL began working towards in-house automation for library operations and joined OCLC (Ohio College Library Center) as a member in 1976. 

In 1980, under the leadership of Director Robert Maloy, SIL envisioned a unified electronic system that would link the ordering, accounting, receiving, indexing, circulation and inventory control functions into one data flow. Mr. Maloy and others also began advocating for making information in libraries, archives, and museums accessible in Smithsonian computers for public access.  This vision proved to be very challenging to accomplish since SIL was still using random manual and semi-automated systems for its daily business. Even though this seemed to be an impossible goal at the time, it set the Smithsonian on its path for our accomplishment 30 years later.

In 1980 Stephen Toney,(the first system librarian at SIL),  began to work closely with the Smithsonian central IT office, OIRM (Office of Information Resource Management), for stronger computer support.  OIRM and SIL worked to purchase a dedicated computer system that was intended to support not only the needs of the library, but also of the archives and museum research offices.  An RFP (request for proposal) was sent out in February 1983 to library system vendors. The proposals were reviewed by staff from the SIL, OIRM, Smithsonian Institution Archives(SIA), National Museum of American Art (NMAA) and others.  In September 1983, a GEAC system was selected and named SIBIS (Smithsonian Institution Bibliographic Information System).

Implementing the First Library System

The GEAC system contained multiple modules to support Acquisition, Cataloging, Circulation and Email functionality.  It was based on supporting data in MARC (Machine-Readable Cataloging) format. The mainframe GEAC computer was installed in the basement of the National Museum of Natural History (NMNH), the museum in which most of the SIL staff worked.    At the time, there was no Local Area Network (LAN) at the Smithsonian, so computer terminals could only be connected to the mainframe computer by long wires from within the building.

SIL was successful in importing the catalog card data from OCLC to the SIBIS system via computer tapes.  The new automation system brought a change in the library’s work culture: many staff were surprised that automation didn’t reduce their amount of work; instead, it needed different types of work.  The automated system required more accurate data, identified mismatched inventory lists and shelving issues, identified missing or unreturned books, and produced lists of records for enhancement.  The inconsistent data from pre-automation days caused inaccurate search and display problems; therefore, top priorities following the implementation focused on data clean up, problem tracking, data standardization and enhancement work for many years to come.  

The library also transformed its departments and workflow to integrate the automated system which allowed copy cataloging from records in OCLC.  The head of the newly formed SIL Systems Office, Tom Garnett, learned to program on GEAC to produce reports for new title list, inventories, acquisition orders, etc.  Marcia Adams (A systems librarian) focused initially on automating the circulation system that tracks book check-ins, check-outs, borrower records, and circulation reports.    Even with much more work, everyone agreed that the automated system increased work efficiency and the quality of library management .

A GEAC Computer Room in 1980s
OIRM provided critical operational support for this groundbreaking endeavor.  The GEAC system required 24-hr coverage of computer operators and was composed of proprietary hardware and software, oversized mainframe CPU chassis, disk storage units and tape drives for 10.5-inch magnetic tape reels.  Computer operation support included regular magnetic tape loads for OCLC records, daily batch jobs that helped to maintain databases, the generation of reports and printouts, and daily backup and restore during the midnight shift.   





Adapting Existing Standards for Non-Bibliographic Content

Soon after installing the GEAC system, the Smithsonian began installing CO-LAN modems, which served as the primitive predecessor of the computer network.  This allowed connections from GEAC mainframe to computer terminals in different buildings.  The American Art Museum Research and Scholar Center and the Archives of American Art were the first museum and archives to use a library management system for automation. In the early 1980s, there were no established data standards for non-library materials undergoing computer automation. Among existing standards, there were two that came closest to fitting the Smithsonian’s needs: 
1.       UNIMARC (Universal MARC) format): Although most of these existing standards relate more closely to library materials than to archival ones, the general approach and specific guidelines was still relevant.
2.       AMC (Archival and Manuscripts Control) format: Developed by the Society of American Archivists in 1985, the instruction manual provided standards that were specifically for archives.

With the standard selected, the immediate challenge was to map the data into the MARC format and enter the data into the library system. The GEAC system was implemented in three separate databases:  Library, Archives and Art Inventory.   Archives of American Art began creating descriptions (mostly collection level) for their collection in the Archives database.   A couple of thousand descriptions were entered in just two years.  However, the limitations of using a library system as an archival system soon became apparent: record size and field occurrence limitations caused major frustration among archivists for years.

I joined the Smithsonian OIRM in 1988 as the system administrator and a technical lead and became part of this exciting project.  We worked hard to push the software vendors to fix these limitations, but the necessary technology was not available to address these issues at that time. However, several more archives joined SIBIS and continued to add records with greater complexity.  Early implementers included the Smithsonian Institution Archives, National Museum American History Archives Center, National Anthropological Archives, and Human Studies Film Archives. The Smithsonian grew to become the institution with the largest archival electronic records online.

NMAA’s Art Inventory project also joined SIBIS as an early museum adaptor to a library system.  The highly specialized Art Inventory Database, which compiled and cataloged artworks created by American artists, was one of the leading online reference resources. The dataset documented sculptures and paintings with many data elements outside of traditional MARC format.  Eleanor Fink, (Chief of the office of Research Support, NMAA), advocated to adapt and test the flexibility of the MARC Visual Material format for three dimensional objects.  OIRM SIBIS customized the GEAC system to accommodate the unusual data fields to support indexing, searching and display purposes.  This strong collaboration between NMAA and OIRM created the first successful large-scale art project adaptation in a library system.   This implementation had early success with 16,000 sculpture records successfully imported in just a couple of years.  It also pushed the GEAC system to its limit, unable to support many customized data fields and special search indexes.


Raising Expectations and Improving Automation

Encouraged by the initial success of SIBIS in 1989, The Smithsonian Castle formed a SIBIS Management and Planning Committee with the purpose of elevating its performance, increasing funding to OIRM, and expanding its usage to more Smithsonian units.  The funding structure was a “Cost Center” model where units would transfer funds annually to OIRM.  Ross Simon, (An assistant to the Smithsonian Secretary), became the first chairman for this management committee.  In 1992, SIBIS was renamed SIRIS (Smithsonian Institution Research Information System) to match the broader goal of the committee.  The SIRIS board decided to look for a new generation of library information system.   In December 1993, the NOTIS system was purchased and records were migrated to it.  This new system ran on IBM 4381 mainframe computers.  Computer terminals were on Zenith PCs which were booted with floppy disks to emulate IBM 3270 terminals.  Later, the PCs were upgraded to PS2 computers, which had local disk drives that could hold the terminal emulating software.  Floppy disks were retired.

Before the Smithsonian joined the World Wide Web (WWW), there was WAN, Gopher, and WAIS, which allowed internet access beyond the Smithsonian network. One of the first to do so, SIRIS successfully implemented remote Telnet connections.  The NOTIS system supported TCP protocol with a TAG machine (IBM RISC server) for internet searching capability. George Bowman, the main library system administrator, was the key technical staff to take advantage of the latest technology.

In 1994, OIRM SIRIS team successfully implemented a PACLINK function which allowed the SIRIS computer to remotely access online catalogs from several remote institutions such as the Harvard Library, Yale Library, and WRLC Consortium (of George Washington University, Catholic University, American University and George Mason University) on the SIRIS terminals for the first time.  We also made the Smithsonian Catalogs (Library, Archives and Art Inventories) available to many other libraries around the US and Canada in 1994.   The PACLINK function was based on Z39.50 protocol for searching and retrieving information from a remote database using TCP protocols.  These services predated the WWW at the Smithsonian and the first desktop PC web browser; it was cutting edge! 




Ching-hsien Wang,  Branch Manager
Library and Archives Systems Support Branch (LASSB)
Office of the Chief Information Officer


Monday, October 15, 2018

A Day in the Life of Secretary Joseph Henry

During our blog-a-thon for American Archives Month, we are taking a look back at some of our favorite posts that give readers a peek into the many archives at the Smithsonian and a few of the things you can find inside them. This post was originally posted on July 11, 2013

Have you ever wondered what life was like in 1853? By looking through the letters of the Smithsonian’s first Secretary, Joseph Henry, you will soon find out that politics, business, and the stifling heat are not just headlines that fill today’s news.

Letter from Henry to Bache, page one, July 11, 1853
Smithsonian Institution Archives, SIA2012-2670
This letter, like much of Henry’s correspondence, sheds light on life in the early days of the Smithsonian and the nation’s capital. Written by Henry on July 11, 1853, to his close friend Alexander Bache, a leading American scientist of the time, the letter describes the events of his life and seeks advice from Bache. Across Smithsonian collections, letters like this not only give us factual information, but also aid us in painting a more detailed picture of the people who wrote them. As researchers, this detail allows us to understand why people make certain decisions and highlights the complexities of people’s personalities.

For example, Henry could be viewed as both gruff and amiable in just a few pages. On the one hand, he writes that the then Assistant Secretary, Spencer Baird, needed “a few hard knocks . . . [to] keep him in the proper course.” Yet, throughout the letter Henry gives others compliments and asks about Bache’s family. Personal nuances such as these, found in the documents give us a window to see beyond these individuals as a mere series of facts, but as true people whose personal make-up we can begin to understand.

Though sometimes the handwriting is difficult to read, these letters are worth the eye strain. The stories and commonalities with our lives today that are pulled out of these documents really do make the past come alive. Whether you agree or disagree with everything written in the letters is part of the fun in trying to understand the past...however, I think we can all agree that DC is a hot place to live in the summer.

Courtney Bellizzi
Smithsonian Institution Archives

Friday, October 12, 2018

Flashback Friday: Behind the Scenes at Smithsonian Libraries

Smithsonian Institution Archives, image number MAH-3666. 
The library in the United States National Museum Building, now known as the Arts & Industries Building, was located in the Northwest Pavilion. This space was later know as the Jewett Room after Charles Coffin Jewett, the Smithsonian's first librarian. Later, this room housed the rare book collection. John Murdoch, Librarian of the Smithsonian Institution, sits at a desk. Murdoch was formerly the Assistant Librarian of the National Museum Library and succeeded Miss Jane A. Turner as Librarian on April 1, 1887.


Lisa Fthenakis, Program Assistant

Tuesday, July 31, 2018

Alice Cunningham Fletcher and Francis La Flesche in the Transcription Center

Earlier this month, the National Anthropological Archives (NAA) posted the first of many newly digitized materials from the Alice Cunningham Fletcher and Francis La Flesche Papers (NAA MS 4558) to the Smithsonian Transcription Center. Primarily comprised of Fletcher’s professional and personal correspondence, allotment field books, and notes, this digitized content makes up only a portion of the large, and extremely significant, joint papers of Fletcher and La Flesche.

Alice Cunningham Fletcher at her writing desk, undated, BAE GN 4510,
 National Anthropological Archives, Smithsonian Institution.
Born in 1838, Alice Cunningham Fletcher was one of the first women ethnologists in the United States. She was a lifelong student and intellectual, receiving her education from a number of different prestigious institutions. Fletcher’s career in anthropology, however, did not begin until the 1870’s when she became an informal student of Frederic Ward Putnam, Director of the Peabody Museum of Archaeology and Ethnology at Harvard University. Eager to make her mark in the field, she embarked on her first ethnographic trip in 1881, travelling to Nebraska to live among and study the Omaha people. It was uncommon at this time, for female ethnologists to conduct field research alongside their subjects, and Fletcher’s decision to live and study among the Omaha people, solidified her professional, and tenacious, role in a male-dominated field. Fletcher was accompanied on this trip by Omaha writer-activist Susette La Flesche (1865-1915) and her half-brother, Francis La Flesche (1857-1932). This trip marked the beginning of Fletcher and Francis La Flesche’s life-long personal and professional relationship. The two forged an informal mother-son relationship, often working and living closely with each other. Because of this, their professional papers are merged within the collections of the National Anthropological Archives.

Portrait of Francis La Flesche and Sister, Susette,
undated, Photo Lot 24 SPC Plains Omaha
BAE 4558 La Flesche & Family 00689800,
National Anthropological Archives, Smithsonian Institution.
Fletcher’s research with Native American communities--including the Omaha, Nez Perce, Winnebago, and Sioux--focused primarily on culture and music. A pioneer in the ethnographic field of American Indian music, she studied and wrote out native songs and was among the first anthropologists to use a Graphophone to record music (Scherer and DeMallie 2013).  She published over forty monographs and reports relating to native culture.  Her contributions to the Bureau of American Ethnology’s Handbook of North American Indians, under the editorship of Frederick W. Hodge (1907 and 1910) included not only a section on music and musical instruments but more than ninety-six other articles as well. Fletcher also took on a number of leadership roles and appointed positions within the field of anthropology.

Working as a consultant for the Bureau of American Ethnology, Bureau of Indian Affairs, and the Peabody Museum, she worked on land allotment claims with Native tribes, continued in her own ethnographic research, and presented at a number of professional associations. Fletcher worked closely with the Women’s National Indian Association, was elected president of the Anthropological Society of Washington, became the first female president of the American Folklore Society in 1905, and served as Vice-President of the American Association for the Advancement of Science.

Alice Fletcher, Meepe, and Martha, ca. 1887-1889, BAE GN 4439,
National Anthropological Archives, Smithsonian Institution. 
Fletcher’s professional career and research paved inroads not only for female ethnologists, but in the field of ethnomusicology, anthropology, and Native American studies more generally. Yet it’s also important to note that her work, along with many other ethnologists in the nineteenth century, emphasized cultural assimilation for Native peoples and resulted in many negative consequences for these communities. Reflecting the common paternalistic view of many white Americans at the time, Fletcher believed that education was of primary importance for Native Americans, as it would ease assimilation into “civilized” culture. This belief undergirded her interest in ethnography and her work among American Indians. She was involved in the early 1880s with the Carlisle Indian Boarding School in Pennsylvania, the most well-known Indian school devoted to the purpose of educating and “civilizing” Native children (famously known for its founder, U.S. military officer Richard Henry Pratt’s slogan, “kill the Indian, save the man”). She also prepared an exhibit to the World Cotton Centennial in 1884 showing the progress of civilization among the Indians of North America, and conducted research in 1886 among Native tribes in Alaska for the Commissioner of Education.

In 1887, Fletcher was appointed United States special agent in the allotment of lands among the Winnebago, Omaha, and the Nez Perce under the Dawes Act, which she helped write and pass that same year. This act, created by Senator Henry Laurens Dawes of Massachusetts, authorized the President of the US to survey American Indian land and divide it into allotments for individual Native Americans. Those who accepted were granted U.S. citizenship. Fletcher advocated for the Dawes Act as a way to better assist American Indians in obtaining land and homes and thus ensure survival. In reality, the act had detrimental consequences for Native culture. It led to the eventual breakup of numerous Indigenous reservations and imposed a system of private land ownership on many Indigenous tribes. This practice of land allotment was not ended until the passage of the U.S. Indian Reorganization Act in 1934. Additionally, Native boarding schools, and cultural education and assimilation of Native Americans resulted in the loss of traditional language and culture for generations of Indigenous communities, separated families, and often included physical, verbal, and emotional practices directed at Native children by white educators and officials. Fletcher herself may have eventually realized the error of these policies, as she abandoned her political work at the end of the nineteenth century, and began focusing more directly on her ethnographic research.

Transcription of Fletcher’s correspondence and notes will help make this material--and significant history--more accessible by creating readable, searchable content, available through the Smithsonian Collections Search Center and other major online search engines. This work will bring further awareness to the history of nineteenth-century ethnological work, the developing role of women in a male-dominated research field, and the evolution and consequences of United States Indian Policy. Those studying these topics, including historians, anthropologists, and Native scholars from the communities Fletcher worked with, will benefit from increased access and readability.

Access to this newly digitized and transcribed content is especially crucial for Native communities, who are now the NAA’s second largest user group. Native community researchers often use NAA materials like these to research their language, culture, and family history. Native researchers will be able to more easily locate this information within Fletcher’s writings once it is transcribed and keyword searchable, making genealogical research and cultural and language revitalization projects easier.

Dedicated digital volunteers (or volunpeers as we call them in the Transcription Center) have already completed projects from Fletcher’s archival collections, but there is still much work left to be done. More projects will launch online each week! Many of our volunpeers have even noted the interesting discoveries they’ve found, or provided additional background information while working through these rich materials.

These discoveries, and notes left on transcription pages, not only increase our excitement about and interest in this material, but also help to enhance the records and improve their use even further.



Want to join the effort to make the Alice Cunningham Fletcher materials more accessible? Visit the project pages on the Transcription Center’s website, sign up for a free account, and dive in! Have questions? Reach out to the NAA (naa@si.edu) or the Transcription Center (transcribe@si.edu) anytime.

Caitlin Haynes, Coordinator
Smithsonian Transcription Center 

and

Katherine Crowe, Reference Archivist
National Anthropological Archives 

The finding aid to the Papers of Alice Cunningham Fletcher and Francis La Flesche, which contains more information, can be found here. Fletcher’s Sioux journals are currently being prepared for publication by Joanna C. Scherer, Emeritus Anthropologist at the National Museum of Natural History, and David Posthumus.

Works Cited:

Scherer, Joanna C. and Raymond J. DeMallie, eds., 2013
Life among the Indians: First Fieldwork among the Sioux and Omahas by Alice C. Fletcher. Introduction by Scherer and DeMallie.  University of Nebraska Press.

Hodge, Frederick Webb, ed., 1907-1910.
Handbook of American Indians North of Mexico, 2 Pts./ vols. Bureau of American Ethnology, Bulletin 30. Washington: Smithsonian Institution: U.S. Government Printing Office. (Reprinted: Rowman and Littlefield, New York, 1979).

Tuesday, April 3, 2018

How Computers Came to the Smithsonian Libraries

In the beginning, few offices at the Smithsonian used computers. The Smithsonian Astrophysical Observatory used MIT’s IBM 704 to calculate the orbit of the Russia's Sputnik satellite, another office used an IBM 360 to keep track of grant applications, the Fiscal Division (accounting office) was running some programs on an IBM 1440, and the natural history museum was just awakening to the tremendous potential of collections automation. Yet there was another area well suited to computerization: the Smithsonian libraries. A copy of a book in one library was the same as a copy in another library. The information about one book was similar to the information about another book --- title, author, publisher, publication date, etc. This made it easy to devise data formats that could be applied to all libraries. The Library of Congress pioneered a format called MARC (MAchine-Readable Cataloging).

Mary A. Huffer, Acting Director of Smithsonian Institution Libraries who introduced computer automation,
in the Catalog Room of the Smithsonian Central Library in the National Museum of Natural History.
Smithsonian Institution Archives, Image Number OPA-68-26A.
At the behest of Smithsonian Secretary Ripley, the libraries scattered throughout Smithsonian museums and offices were brought under one central office – the Smithsonian Institution Libraries (SIL). This office mandated a conversion from the Dewey Decimal system of cataloging books to the Library of Congress method. Some of the branch libraries were in bad shape, both in regard to physical condition and cataloging. The Zoo, as an example, “had a little library in two or three rooms of an old house [Holt House] --in fact, some of the books were shelved in the men's room, and they had to go knock on the door to get in this cubbyhole of this old administrative building.

Cataloging and purchasing books were both expensive and labor-intensive. They were obvious early candidates for automation. The Acting Director of SIL, Mary A. Huffer, so far as we know, had no background in computer technology. Yet she was to prove remarkably resourceful in automating the libraries. She sought advice and software from the Interior Department, the Atomic Energy Commission, and the National Air and Space Administration. By March 1965, she had a long-range plan in mind:

Our first application will be the business application in our acquisitions program. We have to keep a tally of 80-some accounts, and we are one of the few units where purchase orders are written and go out directly, so we are trying to tie our system into the Fiscal system and to coordinate these to relieve our acquisitions people of some of this record-keeping.
As soon as we get over the purchasing hurdle we are going to tie in our gift and exchange program. Then we are going on to our serials [like scholarly journals]. Then, we hope, perhaps, circulation. Because of programming difficulties, the last thing we are going to try and pull in on this will be our catalog card production.
We want to start card punching in the next six to eight weeks. We will be building up on punch cards information to go into the retrieval system and into the catalogs. Eventually we hope we will even produce book catalogs and do away with the maintenance of all these separate catalogs in various buildings, reading rooms, special subject collections, and so on.

The library trained its own staff to punch the cards that would be fed into the computer’s hopper to avoid to having to correct the work of unskilled punchers. In a surprisingly short time, the library could report significant improvement:

Late in June, 1965, an IBM-29 key punch was installed in the acquisitions section, and during fiscal 1966 all purchase orders were printed on the computer in the Smithsonian’s data processing unit. The ADP program now provides computer-printed purchase orders, bi-weekly reports on the status of various accounts, receiving cards, book labels, Library of Congress card order slips, and temporary catalog cards.

Retirement party for Mary A. Huffer, Assistant Director of Smithsonian Institution Libraries (SIL), with Russel Shank, SIL Director. Smithsonian Institution Archives, Image Number 74-2487. 
Mary A. Huffer was succeeded by Russell Shank in September 1967, as the first Director of the libraries. He connected the libraries to OCLC, which furnished cards formatted according to Library of Congress specifications. This saved the libraries not only time and money, but also errors in entering data. But the Smithsonian libraries had moved into the digital age well before library automation packages were available.

John Churchman, Computer History Project Volunteer


Friday, October 27, 2017

Flashback Friday: Smithsonian Hauntings


Joseph Henry, first Smithsonian Secretary
Smithsonian Institution Archives, image # MAH-10603. 
As Halloween approaches, the mind wanders to ghostly hauntings and where better than a museum to find a ghost? There are plenty of skeletons in Smithsonian closets and rumors of hauntings abound.

Though several people have claimed sightings of Joseph Henry, our first Secretary, haunting the Smithsonian Institution Building, or Castle, it’s unlikely he would walk those grounds. Henry was so deeply skeptical of spirits and hauntings that he once offered $1,000 if someone could levitate a table into the air. In addition, Henry never particularly liked the Smithsonian Institution Building, considering the maintenance of a building a hindrance to the work of furthering scientific research.  It’s highly unlikely that his spirit would take up residence in a building he though was “a fantastic and almost useless building.

Fielding Meek's Cat, Smithsonian Institution Archives, image # 92-15019.
Another Smithsonian Scientist, Fielding Meek, happily called the Smithsonian Castle home. He lived with his cat in a tiny room under the stairs in the North Tower of the Smithsonian Institution Building from 1858 until his death. An extremely introverted and deaf paleontologist, he became increasingly isolated as he lost his hearing in his later years. His isolation can be felt in his caption for a sketch of his cat “This is all the family I have.” Perhaps he haunts his former home in search of company?

Spencer F. Baird,
Smithsonian Institution Archives, image # MAH-10735
Many rumors swirl about Smithsonian staff who loved their collections so much they could not bear to part with them, even in death. Perhaps none is as persistent as Spencer F. Baird, the Smithsonian’s second Secretary and founder of the U.S. National Museum. In 1900, The Washington Post reported that most of the night watchmen had reported seeing Secretary Baird supervising the collections to which he was so devoted.  Night watchmen, as you can imagine, have seen more than their fair share of strange sightings at the Smithsonian, but some are more otherworldly than others. Donald, one of the night watchmen, turned a corner in the museum and had a run-in with a fearsome Japanese warrior who towered above him, spear and all. After fleeing to higher ground on the second level of the building, in the morning he discovered that his warrior ghost was just a mannequin removed from his case so that it could be photographed. 



Robert Kennicott in his Field Outfit,
Smithsonian Institution Archives, image # SIA2011-0145
Around the Smithsonian, it is not unusual for an old mystery to come back to haunt us. Here at the Smithsonian Institution Archives, Robert Kennicott, one of the Smithsonian’s earliest explorers, was the most recent to raise goosebumps.  Kennicott died mysteriously on an expedition in Alaska. Our colleagues over at the National Museum of Natural History have analyzed his bones to understand how he lived and died.  While many researchers have scoured his personal papers and Smithsonian records in search of an answer, our archivists made a serendipitous discovery that sheds a little more light on his death. This Halloween, the Smithsonian has taken Kennicott's skeleton out of our closet and you can visit him yourself in the Objects of Wonder exhibit at the National Museum of Natural History.





Lisa Fthenakis, Program Assistant
Smithsonian Institution Archives 

Thursday, October 19, 2017

Throwback Thursday: October 19, 1923

Young Austin H. Clark, 1910. Smithsonian Institution Archives. Image Number SIA2007-0009. 
On October 19th, 1923 local Washington, DC radio station WRC, of the Radio Corporation of America, began broadcasting a series of talks on the Smithsonian. The talks were so successful that a regular series on scientific subjects was initiated on April 9, 1924, with Austin H. Clark who gives a talk on "The Giants of the Animal World."  The series runs for more than four years.

Austin Hobart Clark (1880-1954) came to the Smithsonian in 1908 as a Collaborator in the Division of Marine Invertebrates, United States National Museum, now known as the National Museum of Natural History, and in 1910 he became Assistant Curator of the Division. In 1920, the collection of Echinoderms was removed from Marine Invertebrates to form a new Division of Echinoderms, with Clark as its Curator, a position which he held until his retirement in 1950.

Click here to explore more about Austin H. Clark at the Smithsonian Institution Archives

Pamela Henson, Historian
Smithsonian Institution Archives

Wednesday, October 11, 2017

Collections Spotlight: Freer Gallery of Art

After being closed for more than a year, the Freer | Sackler is reopening this weekend.  This closure has allowed the Freer | Sackler to completely reinstall all of their exhibitions and revitalize the building, which first opened to the public in 1926.  Importantly, in this revitalization the museum replaced crucial climate control and humidity control systems; work that will ensure the collection is preserved for generations to come. 

IlluminAsia: A Festival of Asian Art, Food, and Cultures - Join us for a festival of Asian art, food that will transform the museums’ grounds with an Asian food market, interactive cooking and art demonstrations, live music by members of the Silkroad Ensemble, and creations by local and international artists. 
This weekend the Freer | Sackler, the Center for Folklife and Cultural Heritage, and all of the Smithsonian is celebrating the grand reopening with IlluminAsia, a festival of Asian art, food, and cultures. As we wait for the festival to begin on Saturday night, here is a peak at some of Smithsonian Institution Archives' photos of the beginnings of the Freer Gallery of Art. 

Construction of the Freer Gallery of Art. Smithsonian Institution Archives, Image # MAH-29337. 
 This October 2, 1916 photograph shows digging of the foundation for the new Freer Gallery of Art. In the foreground equipment of George Hyman Contractors is loading excavated dirt onto horse-drawn carts. Visible in the background is the brick shed built in 1875, called the Laboratory of Natural History, and the Smithsonian Institution Building. The shed, which was used by taxidermists and preparators as well as photographers, was demolished during the course of construction work.

J. Bundy in Freer Gallery of Art Courtyard with Peacocks. Smithsonian Institution Archives, Image # SIA2007-0175. 
John Bundy, Superintendent, 1921-1939, Freer Gallery of Art, and Superintendent of Construction, 1919-1928, kneels as he feeds pellets to peacocks in the courtyard of the Freer Gallery of Art. Bundy is holding a dish in his left hand. Peacocks occupied the courtyard for many years. The National Zoological Park lent the peacocks to the Freer Gallery. The Annual Report for the Smithsonian Institution for the year 1923 notes that the peacocks were moved from the courtyard of Freer Gallery of Art to the National Zoological Park for the winter.

Explore more about the Freer | Sackler: 
IlluminAsia: A Festival of Asian Art, Food, and Cultures
- Historic Pictures of the Freer Gallery of Art, Smithsonian Institution Archives
- Blog Post: Cleaning Up Freer's Attic
- Blog Post: Sneak Peek: Freer Gallery of Art


Lisa Fthenakis, Program Assistant
Smithsonian Institution Archives