Grace Schermerhorn -- LIS658 -- Grant Writing Project

Project Title: McDowell County Public Library Genealogy Room Backlog Cataloging and

Digital Preservation Plan

Institution: McDowell County Public Library Abe Simmons Genealogy Room & North Carolina

History Collection

Director: Grace Schermerhorn

Grant Program: Preservation Assistance Grants for Smaller Institutions

Project Description

If chosen to receive the Preservation Assistance Grant, the Genealogy Room would use the funds

to catalog the backlog of archival materials and to update storage for more ideal preservation

conditions with archival quality boxes and folders. Additional funds will be used to begin

digitization of fragile archival documents. In October 2017, a plumbing issue caused a leak on

the lower floor of the McDowell County Public Library. Fortunately, there was no damage of

materials in either the Children’s Room or the Genealogy Room, but the incident highlighted the

vulnerability of the archival materials of the Genealogy Room.

Description of Archival Materials

The Abe Simmons Genealogy Room & North Carolina History Collection at the Marion Branch

of the McDowell County Public Library consists of a variety of records relating to the history of

McDowell County and the surrounding area of Western North Carolina. The archives include

genealogical materials, newspapers and census records on microfiche, cemetery records, and

obituaries, among other primary resources. The room is small and is primarily used by members
Grace Schermerhorn -- LIS658 -- Grant Writing Project

of the local Historical Society, with members of the general public rarely visiting or using

materials.

Work Plan

Our plan of action is simple because our two main goals for improving the Genealogy Room are

to catalog the backlog and to purchase a new microfiche machine, preferably an ST Viewscan

III. To hire an individual to process and catalog the back log of materials, we would first offer

the opportunity to current part-time employees of the library who have an interest or experience

in Archives and preservation. These employees have already gone through mandatory

background checks and drug testing that are required when working for McDowell County and

so they would be able to start much sooner than individuals who would need to jump through

these hoops. If none of the current part-time employees are interested in the position, we would

then post the opening for public applications. To purchase the new ST Viewscan III microfiche

we would work through our local ST Imaging retailer.

Anticipated Impact of Project

About a third of the materials are not cataloged and are only known by the individual

who staffs the Genealogy Room; this is obviously a less than ideal situation as it puts knowledge

of these materials in jeopardy. A grant was received through the NC Archives Traveling

Archivist program and a professional archivist visited the Genealogy Room and gave

recommendations to improve the preservation atmosphere by removing a sink and adding acid

free records boxes. The ideal next step in the improvement of the Genealogy Room would be to

catalog the backlog of materials, develop a records schedule and official documentation and

releases for donations, and update our microfiche machine to an ST Viewscan III. These goals

could be accomplished with grant funds by paying for a part-time archivist to process and
Grace Schermerhorn -- LIS658 -- Grant Writing Project

catalog accessions and by purchasing a new microfiche machine. Most patrons who take

advantage of the Genealogy Room use it for genealogy and local history research purposes.

Since a majority of the archived newspapers, cemetery records, and yearbooks are on microfiche,

it is a necessity to provide the most recent and user-friendly technology for transferring desired

archival data and images from the microfiche to the patron's personal computer or phone.

Increasing ease of use for patrons interested in local history and not just doing specific research

projects would improve patron engagement and visitation.

A current trend amongst Western North Carolina historians and museums is to highlight

the truly diverse nature of individuals who have lived in the area, particularly among people of

color, both enslaved and free. A deeper perusal of the materials that we have in the Genealogy

Room at the McDowell County Public Library could in all possibility result in uncovering more

data to add to new studies historically concerning people of color in Western North Carolina. My

personal interests intersect with these new trends in that I am passionate about using archives to

represent marginalized and underrepresented populations. Revealing any records or materials the

Genealogy Room may have concerning people of color in McDowell County would also be a

jumping off point to increase the diversity of patrons to our library.