Tulane Libraries Recovery Center: a Library Recovery of Historic Scale
Howard-Tilton Memorial Library has created a landmark undertaking called the Tulane Libraries Recovery Center that is a program to handle more than 1 million items from restoration, donations, and initial replacement purchases planned as a means to rebuild collections damaged or lost to Hurricane Katrina—principal research collections in the Louisiana | Gulf Coast region and relied upon by a host of users.
The Recovery Center is based at a space adjacent to Tulane’s off site library storage facility at 900 S. Jefferson Davis Parkway, about two miles from the university’s uptown campus. It directly addresses the exigent fact that each item restored or replaced needs processing similar to newly acquired items at a time when disaster-effected libraries are critically short on staff. Thousands of boxes of restored materials have been returned to fill the Recovery Center’s large freshly renovated warehouse where more than a dozen technical staff, most of them recruited nationally, have gotten down to business.
Hurricane Katrina left the basement of the library's main Howard-Tilton building—an area larger than a football field—filled with more than eight feet of water. The basement housed a music library and very large collections of government documents, newspapers, and microforms. Jones Hall across the parking lot houses the library's Special Collections; its lowest level filled with about four feet of water.
After the storm a major operation was quickly staged to drain these areas in order to salvage materials for restoration. Then the library’s monumental collections recovery challenges unfolded, most of them in uncharted territory. Tulane plans to cover the salvage, restoration, temporary lease, and processing costs associated with its Recovery Center with assistance from the Federal Emergency Management Agency (FEMA). Indeed, by meeting directly with FEMA early on, the library secured promised funding via an array of interconnected FEMA project work sheets that address many of the Recovery Center's major goals. Reimbursement cycles established since have so far been working.
The restoration process was handled by the disaster mitigation firm BELFOR at a technical facility in Ft. Worth, TX. BELFOR also conducted the initial salvage of these materials, which were selected by the library for restoration in September 2005 immediately after the storm. Library Associates Companies (LAC), based in California, is the contractor that the library hired for its Recovery Center processing and cataloging operations through a competitive bidding process completed in spring 2007.
The largest and perhaps most critical phase of the Recovery Center’s overall task wasthe processing of restored materials. This was also the very important process through which the library will be able to make a final determination as to exactly which of the collected works formerly housed in its storm-affected areas were lost and which were saved. This involved the physical handling of each item and two basic categories of work: (a) checking returned items against the library’s holdings to reactivate online catalog records while updating holdings information where needed and (b) basic sorting and inventory of restored uncataloged material such as manuscripts from Special Collections.
Overall, in the Howard-Tilton building alone more than 700,000 of the library’s individual print volumes and recordings were submerged underwater for more than three weeks, as were some 1.5 million individual pieces of microform such as microfilm reels or microfiche cards. In Jones Hall another 700,000 or so manuscript folders and other archival items also needed to be salavaged. No recordings could be saved and only a relatively small amount of microfilm (18,000 reels) could be recovered from title categories selectively chosen. But nearly all archival materials damaged were salvaged. So too was about 70 percent of the music library’s printed books and scores, along with important older government documents and foreign language materials that had been waiting to be cataloged.
Many of the books restored were shipped to a separate bindery company for rebinding and then returned to BEFLOR in Ft. Worth for quality control review. All restored materials were then returned by BELFOR to the new Recovery Center site in boxes shipped on pallets, generally 32 boxes per pallet and some 400 pallets in all. It was estimated that almost 200,000 of these returning items would need to be checked against the library’s holdings to reactivate their online catalog records. The rest would need basic sorting, reboxing, and an inventory.
An estimated 100,000 returning items are government documents, 13,500 were music scores, 20,430 were music books or journal volumes, 16,290 were books from a "protected storage" area and cataloging backlog, and 18,000 items were restored reels of microfilm.
Returning restored material from Jones Hall included archival collections comprised largely of historical manuscripts but also other primary source archival materials for research that included registration cards, film reels, magnetic tape (recordings,) newspapers, books, posters, matted prints and other art work, cartoons, photographs, lithographs, ledgers, diaries, journals, scrapbooks, and miscellaneous ephemera. Altogether, this includes more than 300,000 manuscript folders and easily more than 300,000 other archival items.
Indeed, a total of 629,711 special collections items were restored to useable condition and reboxed. A comparatively small amount of material was intially salvaged but could not be restored to useable condition, although these were returned to the library at its Recovery Cetner as well.
The processing of donations was a project phase of the Recovery Center that wasmore technically complex in that it required the items handled to be cataloged, including some original cataloging for items such as music scores. This needed a much higher level of expertise different from the processing of materials returning from restoration. The scale of the cataloging phase grew as the library added replacement purchases to the scope of work. But many important donations were key to the recovery effort; among the first was a collection of some 2,300 mostly new art and photography books given to the library by Edwin Blair, a local collector. This was a much appreciated gift given the large number of similar art and photography titles that were effectively destroyed as a result of Katrina. More than a hundred libraries and individuals across North America donated music books, scores and CDs-- some 20,000 titles in all.
In 2010, Stan Levenson, a private collector based in Texas, donated to the recovery effort his enormous collection of more than 5,000 LPs, CDs, DVDS, VHS videos, books, and journals documenting a history of contemporary jazz from the 1940s through the early 1970s. Rather than specifiying that the materials be archived and preserved, he asked instead that it all become part of our general collections, to be used and borrowed by as many library users as possible.
Eventually, in the targeted priority area of music and media the library was able to build back a collection that today is much larger it was before the storm.
Work began within the Recovery Center in February 2008. In an important milestone, the first initial batch of restored music books was delivered to the library from the Recovery Center in a small ceremony on Friday, March 14, 2008. Most of the library’s restored printed music books and scores--a top recovery priority--were back on the library’s shelves, on schedule, by the end of that summer.
Many other tasks at the Recover Center are expected to continue into 2013, and perhaps beyond.
In summary, the Recovery Center is a grand innovation born of necessity and through it a great deal has been already accomplished under challenging and extraordinary circumstances. This is the foundation for a mammoth recovery and rebuilding effort whose goal is to eventually produce stronger, larger, and more accessible Tulane library collections for the future.
Associate Dean of Libraries