Preservation Plan

Special Collections Department

November 2000

ACKNOWLEDGEMENTS 
Joseph R. Dionne, recent Library Director, developed this long-range plan for the Special Collections Department of the Haverhill Public Library. Ms. Millie O'Connell, a preservation consultant associated with the Northeast Document Conservation Center, completed the preservation survey. The final result was completed with the assistance and encouragement of the staff of the Special Collections Department, Donna McNamara, Dawn Jordan, Polly Roberts and Greg Laing, the building facilities manager, Tom Wallace; the Board of Trustees and all of the library's department heads.

EXECUTIVE SUMMARY

    The Special Collections Department consists of archives, manuscripts, maps, monographs, periodicals, newspapers, museum objects, posters, photographs, and ephemera. The department houses the Gale Art Book Collection, the Pecker Genealogy and Local History Collection, the John Greenleaf Whittler Collection and the Haverhill History Collection. There is also a small rare book collection and a rare children's book collection.

"To the great credit of its staff and administration, HPL was active in the field of preservation very early on. A previous preservation survey was conducted in 1973 by George Cunha, founder and former director of New England (now Northeast) Document Conservation Center. His document was put to good use in the 1970s and 1980s. Collections were cataloged and indexed. A staff conservator de-acidified and encapsulated manuscripts and other paper based collections materials such as maps and posters. Photographic prints and negatives were placed in Mylar sleeves and acid-free envelopes." O'Connell, `Report of a Preservation Planning Survey for Haverhill Public Library, " 2000.

    The priorities for the collections are focused on security, environment, digitalization, preservation and administration. New software needs to be acquired for the building HVAC system so daily reports can be produced. Venetian blinds need to be acquired for windows. Lockers need to be located for customers to use before entering the department. The news clipping project needs to be reviewed in light of more modern indexing techniques. Many large historic maps need to be preserved. Hanging files should be substituted for the current arrangement for filing photographs. Negatives need to be shot and . properly stored for many of these photographs. Rolled panoramics need to be flattened and better stored. Additional funding is needed for special preservation projects; hiring a full-time trained archivist; new space to house the Whittler Collection; and the cataloging, microfilming, treatment, re-housing and better storage of the important collection of local and regional maps. Our highest priorities include the map restoration, the rolled panoramics storage and overall department security issues. INTRODUCTION The Special Collections Department seeks to acquire, make accessible and preserve original and published material in these subject areas: Haverhill and Merrimack Valley history, the shoe industry, immigration, ethnic groups represented in the Merrimack Valley, fine arts, John Greenleaf Whittler and local genealogy. The Special Collections Department endeavors to work with special interest groups to document Haverhill's social, artistic and cultural history. The Special Collections Department pursues educational programs, exhibits and other activities that will clarify Haverhill's unique place in the American landscape.

    The Special Collections Department was established in January 1980 to include collections formerly held in the Research Room, the Audio-Visual Collection and the Children's Room. In addition to the traditional non­circulating Reference section that has existed since the library first opened in 1873, the Haverhill Public Library has established other non-circulating collections over the years. The first such collection was the Gale Art Book Collection, established through a bequest from James E. Gale in 1889. Since that time, five other collections have been instituted and today make up the bulk of the material in the Special Collections Department. The first preservation study of the library's materials was conducted in 1973 by the former Archivist of the Boston Public Library and led to the consolidation of the materials and the hiring of the staff for the Special Collections Department. The second study was undertaken by Ms. Millie O'Connell. in March, 2000 and her report was received in June of this year. A copy of the body of that report is attached.

DESCRIPTION OF THE COLLECTIONS

Gale Art Collection
Begun in 1889 through a bequest of $15,000. from James E. Gale who requested that the interest received from the endowment be spent on books of the following classes: "Antiquities, Art, including galleries of engravings and illustrated books, Architecture, Archeology, Natural History in all its branches, and Botany including Horticulture." He further hoped that they would be "to a large extent, expensively illustrated works such as would not on account of their cost be ordinarily purchased from the regular income of the library." He allowed that if the Trustees couldn't find sufficient volumes in the named classes, then "they may use the income, not exceeding twenty-five percent, thereof, in any year in the purchase of works on early American voyages and History."

The Gale Collection has been added to through the years by both purchase and donations of books by local citizens, the present collection containing approximately 6,800 volumes. The collection is particularly strong in such areas as costumes, art biography, photography, natural history (particularly 19th century works), Asian Art and museums of the world. Gale's original intent for the composition of the collection is still adhered to when selecting new materials, but current usage and subject interest is also taken into consideration. The areas of Architecture and Modern European Art are a present concern, as well as works on collectable items such as antiques, silver, pewter, furniture and carpets.

Pecker Genealogy and Local History Collection

The will of Jonathon Eastman Pecker in 1916 provided a bequest of $5,000. to the City of Haverhill, the interest of which was to be used for the purchase of "New England; State, County, City and Town Histories." He stated that he made this "because of my appreciation of said City's retaining the name of Pecker given to one of its streets, and a section of the town which is known as Pecker's Hill." In 1932, the heirs of Mr. Pecker agreed to a change in the clause of the will which provided the bequest, to enable the library to also purchase "family histories and other genealogical publications." Many items already in the library's collection at that time, which fit into the two categories mentioned were transferred to the new collection, thus establishing it from the start as a significant collection of 19th  Century genealogies and local histories. The present collection includes over 7,300 volumes of Town History and 3,800 volumes of family history as well as manuscripts, microtext and many genealogical periodicals. Materials are purchased, and accepted by donation, in the following priority: 1. Genealogies and Local Histories of the Merrimack Valley and Essex County. 2. Other New England local histories, particularly Massachusetts, New Hampshire and Maine, and especially those with sections of genealogy. 3. Genealogies of other New England families, particularly Massachusetts, New Hampshire and Maine. 4. Genealogical reference materials. 5. Other New England Genealogies and Local Histories, and some from the Maritime Provinces of Canada. Materials from areas other than New England may be considered for addition to the collection when donated, but will not be purchased.

 John Greenleaf Whittler Collection 

This nationally recognized collection of items relating to the Quaker Poet was begun in the late 19th century, and presently numbers over 2,100 volumes as well as hundreds of photographs, manuscripts and magazine articles. The poet was a native of Haverhill, and even before his death was revered as the city's greatest native son. The collecting policy in the past was quite simply to acquire anything and everything about, by or even narrowly related to Whittler, and purchases of material for this collection was one of the highest priorities in the library. Presently purchased, or accepted as donations to the collection are: 1. Any publications directly related to Whittler (new biography, new edition of his poems, reprints with new introductions, etc.). 2. Manuscripts by or to the poet. An attempt is made to make photocopies of articles in periodicals which mention Whittler; and photographs relating to the poet or his poetry are some times considered for purchase, but donations are strongly urged. As the price of even the most minor manuscripts is at a level far exceeding our available funding for such purchases, the library has been able to call upon the Trustees of the Whittler Homestead (the Poet's Birthplace) to purchase items and then donate them to the library's Whittler Collection.

 Haverhill History Collection

Although even the first librarian of the Haverhill Public Library was interested in acquiring materials concerning the history of the community, this collection was formally set apart as a separate collection around 1905. There are no endowments that are designated for use for this collection, but every librarian since the first has allowed this to be one of their highest priorities for acquisitions within the library. There are nearly 5,000 volumes relating to every aspect of Haverhill's past and present, as well as documents, manuscripts, maps, photographs, broadsides - anything on paper is considered for addition to this collection which relates to the city. The Haverhill Historical Society and the library made an agreement by which all paper materials would be sent to the library and all artifacts would be directed to the society. The City of Haverhill established a City Archives in 1976 that maintains the city's official records. Anything that does not fall into either category - artifact or official Haverhill record - is eligible for addition to the collection. The vast majority of materials added come by way of donation. Within the general Haverhill History Collection are numerous smaller collections, with many families and local organizations (churches, societies, military groups, etc.) represented.

 Rare Book Collection

Among the library's holdings, dating back to the 1870's (and actually earlier through the donation of the Haverhill Lyceum's books at the tune this library began) were many books of individual importance or value, including many first editions, subjects such as witchcraft or early sermons, American Almanacs, and others. Rather than selling such items or simply discarding them when their normal usefulness ended, they were placed into a separate collection known as the "Rare Book Collection," and are cataloged with Dewey numbers preceded by an "R." 

There is no active acquisition going on for this group of books, and presently the collection is only added to by donation, or more often, removal from the regular library holdings. It is likely that in the future, the library will sell a good portion of the nearly 3,200 items found here.

 Rare Children's Book Collection

This Collection, like the Rare Book Collection, was begun when many 19th century books in the regular Children's Collection were being removed from circulation. Rather than discarding them, they were placed together in storage for the future, and most still retain the old Cutter classification numbers which date back to the founding of the library and were used by first librarian Capen. The Collection contains a good cross section of Victorian authors and illustrators, as well as many earlier works, from the New England Primer to early 19th century "cautionary and moral tales," and later items from the early part of the 20' century. The Collection is used primarily by teachers on the college level who have been permitted to borrow some of the items to illustrate lectures on children's literature.

 LONG RANGE PLAN UPDATE FOR 2000 - 2003

The following items have been taken from the library's Long Range Plan Update for Fiscal Year 2002 and Beyond.

OBJECTIVE F Increase and improve access to the library's special collections. 

Activity 1 Continue acquiring material relevant to the History of Haverhill, the Merrimack Valley, Massachusetts, and the New England States of Maine, New Hampshire and Vermont. (FY 01 -03) Activity 2 Continue preservation efforts on the material most in danger of deterioration. (FY01 - 03) Activity 3 Continue to seek preservation grants. (FY 02) Activity 4 Acquire equipment which will aid patrons to utilize over 500 reels of microfilm available in the Special Collections Department. (FY 03) Activity 5 Begin organized program to bring public school classes to the Department on a regular basis. (FY 01) 

Evaluation: Review Special Collections services at annual strategic planning session.

 OBJECTIVE K Continue re-cataloging library collections to make them more user-friendly.

 Activity 1 Complete Large Print re-cataloging project. (FY 01) Activity 2 Begin and complete adult Biographies project (FY 02) Activity 3 Complete re-cataloging of Children's Room kits. (FY 01) Activity 4 Complete scat conversion project. (FY 02) Activity 5 Assist Special Collections department with Gale Art Book retrospective conversion to library database. (FY 02)

 Preservation Plan, Fiscal Years 2001 - 2003

 Haverhill Public Library, November 2000

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