“We’re on the move!”: Library relocates archive and history materials

St. Paul Hospital on Harry Hines Blvd., babies in incubators being moved into new building (1963)

Like the St. Paul nurses in the photo above, Library staff will soon be moving some precious cargo of our own! The UT Southwestern History of Medicine and Archives Collections are in the process of being shifted to different locations. The archives’ records are currently stored in multiple library locations. This move will result in most of the UT Southwestern Archives being consolidated into one storage space, which will provide easier records processing and reference services. (Quick archival education side note: “Processing” is the arrangement, description, and housing of archival materials for storage and use by patrons.) Additionally, a local area is being renovated for other materials.

In preparation for the move, Library staff have been re-housing archives materials into acid-free folders and placing these folders in acid-free boxes. It is general practice in archives to house unbound documents in acid-free, lignin-free, buffered file folders, which are then stored in chemically-stable document storage boxes. These improvements are important steps toward ensuring a better preservation environment for the thousands of records that document the institutional history of UT Southwestern.

During the move, reference services for the archives will be temporarily placed on hold. While our physical archives are moving, don’t forget about the access you have to the archives via various online resources.

  • Our UT Southwestern Image Archives collection has over 700 photos documenting the history of UT Southwestern and 300 photos detailing Dallas’ medical history.
  • The UT Southwestern Institutional Repository is an amazing source of information for accessing some Medical Student Research Forum posters and other student publications, historical UT Southwestern documents, Grand Rounds materials, and much more!

Other activities requiring the archives may also be suspended or delayed; we will keep you updated via social media and through the Library News blog. Stay tuned, however, for we will be holding an archives grand “re”-opening for UT Southwestern faculty, researchers, students, and staff once the move is completed.

Questions? Contact the archives at archives@utsouthwestern.edu.

2017 Medical Student Research Forum posters now available online

Posters presented at the 55th Annual UT Southwestern Medical Student Research Forum are now available through the UT Southwestern Institutional Repository’s Annual Medical Student Research Forum Collection, along with a booklet containing information on all posters.

Beginning in 1962, the UT Southwestern Medical Student Research Forum is an annual event celebrating research conducted by UT Southwestern medical students. The event is open to any medical student who participated in research, whether through the Summer Research Program or a yearlong program like HHMI.

For the last four years, presentation posters have been submitted to the Institutional Repository collection. Each publicly-available poster in the collection includes additional descriptive information, as well as a citation formatted according to the Publication Manual of the American Psychological Association, 6th edition, which can be used with CVs or in various applications.

For questions about contributing content in general to the UT Southwestern Institutional Repository, contact Cameron Kainerstorfer at archives@utsouthwestern.edu.

“National Clean Off Your Desk Day” + “National Clean Out Your Inbox Week” + records management = fun!

Credit: Highsmith, Carol M.,

Credit: Highsmith, Carol M., “Cluttered desk at the historic Harrison Brothers Hardware Store, Huntsville, Alabama,” Library of Congress Prints and Photographs Division, Washington, D.C. 20540, http://hdl.loc.gov/loc.pnp/highsm.16835

I know what you’re thinking…how could the combination of cleaning off your desk, cleaning out your inbox, and managing records be fun? Well, I’m here to tell you!

Spring cleaning is not just for straightening up your house – it can be for the office, too! And it doesn’t have to be done in the spring! The month of January is a busy month where “spring” cleaning of your office records are concerned.

January 9, 2017, is National Clean Off Your Desk Day, and January 23-27, 2017, is National Clean Out Your Inbox Week. Now, you may think these days are solely about being able to see the surface of your desk again and not having thousands of emails bulking up your Outlook account. However, they also provide a wonderful opportunity for records management and archives professionals to talk about the importance of managing records and archives.

What is “records management”? The Society of American Archivists defines it in its glossary as “the systematic and administrative control of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.” All records have a life cycle that ends with either the record’s destruction or the record’s transfer to an institutional archives.

Records management can be overwhelming. Thankfully, UT Southwestern’s Materials Management Department, who manage administrative records retention on campus, has some helpful resources to which we can refer. The Open Drawer newsletter provides essential information about how to manage your UT Southwestern administrative records, including email. The June 2015 issue is especially relevant to this month’s “National Clean Off Your Desk Day”, as it provides useful hints on how to analyze the records you have to help you dispose of them and organize them into a filing system that allows you to efficiently and effectively locate records. As the newsletter notes: “Regularly decluttering unnecessary papers will pay off in time savings the next time you are searching for a document.”

April 2015’s Open Drawer speaks right to “National Clean Out Your Inbox Week” as the entire issue is dedicated to email management. UT Southwestern employees will also find that reviewing the resources linked from the Records Retention webpage on the Intranet and the Records Retention Schedule will be helpful in guiding them to make decision about the records they have created and how long they need to be retained.

Regarding email management, the Texas State Library and Archives Commission’s The Texas Record blog has several posts UT Southwestern employees may find informative at the following link: https://www.tsl.texas.gov/slrm/blog/tag/email/. One post of especial relevance to “National Clean Out Your Inbox Week” is the FAQ on how to set up an email filing system. And no blog post discussing records management would be complete without a records management comic:

recordsmanagementgetsautomated1-colour-32

Credit: Lappin, James, “Automated Records Management,” Thinking Records blog, https://thinkingrecords.co.uk/2013/09/24/automated-records-management/

So what does all this talk about managing the records on your physical and virtual desktop have to do with archives, you ask? Isn’t this just records management, plain and simple? Well, that is the magic of records management – it is uniquely tied to the goals of archives management! An effective records management program results in an effective archives management program because you have ensured that records of temporary value are disposed of when their designated retention period ends while records of permanent, historical value to the university are preserved and maintained so that they may be accessed far into the future. This is why records retention schedules are so important and abiding by them cannot be stressed enough: they are the roadmap that ensures that temporary records are destroyed when needed while permanent records are transferred and preserved in the archives. Ensuring that the records of long-term, historical value are maintained in an institution’s archives is a necessary component to that institution being able to tell its story to future generations.

Need more help getting advice about clearing your desk off? For records management related questions, you can find contact information on the Intranet’s Records Retention page. Curious to learn more about UT Southwestern’s archives? Email us at archives@southwestern.edu.

St. Paul Hospital and the Daughters of Charity Exhibit at South Campus Library

stpaulThe UT Southwestern Medical Center Health Sciences Digital Library and Learning Center is proud to present an exhibit highlighting the history of St. Paul Hospital and the Daughters of Charity. The selected images, which will be on display through January 2017 at the South Campus Library, were originally displayed in one of the conference rooms at St. Paul Hospital.

The Library has an extensive collection of archival materials documenting the history of St. Paul Hospital and the Daughters of Charity. The collection was transferred to the Library in 2008 and includes newsletters, pamphlets, departmental files, newspaper clippings, patient registers from the hospital’s founding, photographs, and more. Materials about the St. Paul Nursing School, which operated from 1900 to 1970, are also part of this archival collection.

Visit the online UT Southwestern Image Archives to view over 200 images that document the history of St. Paul Hospital and the Daughters of Charity. The collection is also available for research and educational purposes. Contact archives@utsouthwestern.edu to schedule an appointment.

Color, share, and celebrate Picture Book Month in November!

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An 1835 illustration featured in the National Library of Medicine’s #ColorOurCollections Coloring Book.

Art Therapy, Adult Coloring Books and Your Mental Health

According to the American Art Therapy Association, art therapy is a mental health profession in which the process of making and creating artwork is used to “explore feelings, reconcile emotional conflicts, foster self-awareness, manage behavior and addictions, develop social skills, improve reality orientation, reduce anxiety and increase self-esteem.”

The Health Benefits of Adult Coloring Books

Despite the fact that coloring and art therapy aren’t quite the same thing, coloring does offer a slew of mental benefits. Coloring definitely has therapeutic potential to reduce anxiety, create focus, or bring [about] more mindfulness. Groundbreaking research in 2005 proved anxiety levels dropped when subjects colored mandalas, which are round frames with geometric patterns inside. Simply doodling, though, had no effect in reducing the other subjects’ stress levels.

Just like meditation, coloring also allows us to switch off our brains from other thoughts and focus only on the moment, helping to alleviate free-floating anxiety. It can be particularly effective for people who aren’t comfortable with more creatively expressive forms of art. Now get coloring!

The South and North Campus Branch Libraries will have coloring stations with crayons and pages of science and medical related material for you to enjoy this month.

Download these free science and medical-related coloring books featured at the Library coloring tables this month:

Follow the Library’s Facebook or Twitter page for a daily page to color from these collections.

Rare Book Room Open House: October Spotlight—History of the Nobel Prizes

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The Health Sciences Digital Library & Learning Center invites you to attend our next open house event entitled “October Spotlight—History of the Nobel Prizes”. This event, which is open to the UT Southwestern community*, will be held in the Library’s Rare Book Room (E3.314D) from 11 a.m. to 3 p.m. on two different days to accommodate a wider variety of visitors:

  • Tuesday, October 25
  • Friday, October 28

Featured material from the Library’s special collections and archives will be on display, including photographs, documents, books, and other items highlighting discoveries in science and medicine with connections to the Nobel Prizes since they were founded.

For more information, email archives@utsouthwestern.edu.

*The South Campus (main) Library requires a UT Southwestern ID badge for entry.

What do archivists do? Find out October 5th with #AskAnArchivist Day on Twitter!

cathy-miller-75Post written by Digital Archivist, Cathy Miller, MAS, CA

What comes to mind when you hear the word “archives”? If your first thoughts were “dust, old stuff, attics, or basements”, then this is an exciting opportunity to introduce to you what archives are and what archivists do. Contrary to movie depictions, being an archivist is not about stealing the Declaration of Independence and going on a treasure hunt. Make no mistake: treasures can be found in an archive; however, the roadmap to said treasures is not written in invisible ink on the back of an important historical document!

The first question that may come to your mind is, “what is an archive?” Archives are records created by a person, family, or organization (either public or private) that document the conduct of their affairs and are preserved for both the enduring value of the information they contain and the evidence they provide of the functions and responsibilities of their creator. In laymen’s terms, archives are those records which have been deemed to be of historically valuable importance and are duly preserved.

So, now that we know archives maintain historically valuable records, the question is, “what about UT Southwestern’s archives?” The UT Southwestern archives collect, preserve, and make accessible historical materials documenting UT Southwestern and its predecessor institutions, the university hospitals, careers of notable campus individuals, and Parkland Memorial Hospital. Highlights from our archives include Dr. Alfred G. Gilman’s collection and the Parkland Hospital Collection.

The question remains: “what do I do as the digital archivist here on campus?” Well, it’s my job to appraise, select, describe, preserve, and provide access to historically valuable records about UT Southwestern. And as you may note from my job title, archives aren’t just for old paper records. Archivists have been working on the issues inherent in acquiring, preserving, and providing access to born-digital records for at least 30 years.

Curious to learn more about the UT Southwestern archives and about the work that archivists do? Get your questions ready for #AskAnArchivist day on October 5! I’ll be available at UT Southwestern Library’s Twitter handle (@utswlibrary) to answer your questions. Have you been wondering how to manage your digital files? Worried about digital obsolescence? Curious about digital preservation? Questioning how to preserve your grandmother’s scrapbook? Puzzling over creating appropriate file naming conventions? These are all topics I am excited to talk about with you, and I would love to hear questions from you!

Getting started with HathiTrust

HathiTrustlogoUT Southwestern is now the newest participant in the partnership between HathiTrust and The University of Texas System. HathiTrust is a large-scale collaborative repository of digital content from research libraries. In addition to millions of books, HathiTrust content includes many government publications, journal titles in a wide range of areas, theses and dissertations, conference materials, statistics, and more.

Members can create or edit public or private collections within HathiTrust. Collection permalinks make these useful additions to education or research. Members are also able to download a wide variety of items in “full view”, which allows a user to read content offline or take notes via printing or direct PDF annotation and markup.

Creating or editing collections and downloading complete items in “full view” requires a member login. To log into HathiTrust, select “University of Texas Southwestern Medical Center” from the list of partner institutions, and use your UT Southwestern username and password.

Be aware that items with “Limited (search only)” view are not available to UT Southwestern users through HathiTrust. They may be available through other library resources. Check the catalog for alternate availability and, if needed, order through Interlibrary Loan.

It is not required to log into HathiTrust to search or read “full view” content online; it is only required in order to create/edit a collection or download a complete “full view” item.

To locate items that are available as “full view” in HathiTrust:

  • Check the “full view only” box on the home page of HathiTrust before beginning a search.
  • In advanced catalog search, check the “full view only” box.
  • Within search results, there are two tabs; select the “Only full view tab as needed”.

HathiTrust provides many options for browsing and finding content quickly. A page view, thumbnail view, a page scrollbar, and a search box make it easy to go through content within an item. A mobile view is also available when using a mobile device—no app is required for HathiTrust.

Need help getting started with HathiTrust? Check the help area within HathiTrust, or contact the Library Archives with further questions.

June 24 “Places and Spaces” Rare Book Room Open House Event announced

RBRJuneStop by the Health Sciences Digital Library & Learning Center’s Rare Book Room (E3.314D) from 11 a.m.-3 p.m. Friday, June 24 for “Places and Spaces.” Books, architectural renderings, photographs, and other materials in the library’s special collections revealing places and spaces in medicine will be on display, and Library staff will be available to show relevant highlights in the digital collections. For more information, email archives@utsouthwestern.edu.

May 20 Rare Book Room Open House: Women in Medicine

PLEASE NOTE: The previous title had incorrectly stated the event as May 29.

From patient to practitioner, the compelling history of women in medicine includes Metrodora, Fanny Burney, Mary Eliza Mahoney, Ruth Sanders, and more. Stop by the Health Sciences Digital Library & Learning Center’s Rare Book Room (E3.314D) on Friday, May 20, from 11 a.m. to 3 p.m. for “Women in Medicine“. Books, letters, photographs, and other materials in the library’s special collections featuring women in medicine will be on display, and Library staff will be available to show relevant highlights in the digital collections. For more information, email archives@utsouthwestern.edu.

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