chapter 23

Promoting Local History through the Catablog

Cyndi Harbeson

Local history, genealogy, and photograph collections are rife with challenges. In many cases, librarians with little to no archival training are put in charge of their library’s local history collection and must quickly learn how to handle and describe these unique and often fragile materials. Libraries face challenges dealing with archival materials due to staffing and technology limitations as well as those challenges inherent in the collections themselves, which do not lend themselves to basic cataloging. The learning curve for providing adequate description of these collections to promote access can be steep. A good way to level the playing field is through the use of blog technology, or software specifically developed to support regular entries of information, to create a catalog (aptly termed “catablog”1) of the local history collection.

A catablog is an easy, straightforward means of providing access to special collections. Unlike other discovery tools, such as library catalogs, finding aids, subject guides, or pathfinders, catablogs are dynamic and multipurpose. It is one of the most user-friendly ways to provide access to your collections. We’ve all heard the phrase “if it’s not online, it doesn’t exist,” and this is especially true of special collections like local history, genealogy, or photographs. These types of materials are not easily accessed through a typical library catalog because they are not cataloged the same way as monographs or serials, which generally conform easily to the Anglo-American Cataloging Rules. For this reason, local history collections in public libraries often receive less attention from catalogers than other materials and remain inaccessible and invisible to researchers.

Benefits of the Catablog

The advantages of a catablog are myriad. Listed here are ten benefits of using a catablog as opposed to other more traditional discovery tools.

1. Low-Cost Solution

Most important for a small library or historical society, blogs are a low-cost alternative to traditional software programs. Depending on the level of control you want to exert over the site, you can set up a blog at no cost or for as little as twenty to sixty dollars a year.2 The blog is then hosted by a separate site, such as WordPress or Blogger, so the library is not responsible for the cost of server space.

2. Little to No Technical Expertise Required

Blogs also require very little technical expertise to set up. In a few easy steps, you can customize your blog’s template to coincide with the look of your library’s website. Knowledge of web languages such as HyperText Markup Language (HTML) or Cascading Style Sheets (CSS) is not necessary, although a cursory understanding is helpful. Maintenance of the site requires little time and attention. Blogging platforms host the site, and as a result, you are generally only responsible for maintaining the content. Support and troubleshooting guides are also available on all blogging platform sites.

3. Consistent Access to Collections

As an access tool, catablogs provide simple, consistent access to materials while maintaining distinct collections. Students, scholars, and the general public all have a certain familiarity with blogs and recognize the layout. Finding information on the catablog comes easily and without unsuccessful searching. This ease decreases the chance that users will leave your website before finding the information they wanted. The catablog is one of the most user-friendly methods to access collections.

4. Promotes User Interaction

Catablogs also encourage direct interaction with our users through the use of comments and tags. In the case of archival materials, our users are often our best resource for providing the most in-depth and complete access. While librarians and archivists cannot be experts in every subject area, we can benefit from the expertise of our users. The catablog allows this knowledge to be seamlessly shared not only with us, but with the whole community. Although most comments are beneficial and add to the knowledge of the collection, they can be moderated for inappropriate messages, if that is a concern at your institution. Tags also allow for increased knowledge of collections by providing additional subject access. Users may also be more likely to use tags than to leave full comments on your site.

5. Superior Subject Access

Providing additional subject access is important, especially in cases where collections are primarily related to one topic, but also include some material or even one item on another subject. For example, in the Hans Schwieger Papers,3 a collection documenting the work of a German conductor and containing primarily music-related materials, there is a letter describing the writer’s reaction to President Kennedy’s assassination. Without providing some subject access to this one item, no one would look in the Schwieger Papers for such information even though it could be beneficial to someone’s research. Because archival collections are generally not processed to the item level, materials like this letter might not be identified in a catalog record or collection description. Tags and comments allow users who stumbled upon important finds in your collection to share their discoveries with other patrons.

6. Easily Apprises Users of Collection Updates

The RSS (Really Simple Syndication) capability of catablogs also allows users to gain access to your collections without visiting the site directly. With the use of a web feed, collection updates can be instantly available to anyone interested. Using RSS feeds reduces the need to publicize changes or additions to the local history collection in other ways, such as news releases or e-mail notifications. The RSS feed can also be posted on your library’s website to apprise visitors of updates to your local history collection. In the long term, this method can significantly save on staff time.

7. Accessible via Mobile Devices

With the rise in use of mobile devices, using a catablog rather than a library catalog, traditional web page, or a more static database decreases the need to maintain two separate sites, one for computers and another for handheld devices. Sites that host your catablog will automatically recognize that your site is being accessed by a mobile device and will adjust the display accordingly to create a separate, mobile-friendly version of the website. Use of mobile devices for web searching is definitely on the rise. Having mobile-friendly web pages is now almost a necessity for any library.

8. Ease of Searching

Catablogs also provide a high level of keyword searchability. When arriving at a web page, it is common to look first for a search box in which to enter keywords on a topic rather than browsing through the site. Because blogs are already inherently designed with a search capability, catablogs can be easily adapted for multiple types of searches. The information in the catablog is also searchable through a basic search engine, increasing the access points for every collection. People who may never have visited, or heard of, your library will be able to locate relevant materials in your collections and be in contact with you about using your resources.

9. Supports Multimedia

An advantage found in catablogs that is currently unavailable in many traditional catalogs is the ability to support multimedia. Digital images, audio files, and video can all be included directly in a catablog. In library catalogs, it is cumbersome to attach images directly to the catalog record. Including video or audio files is often impossible. With a catablog, digital images can be uploaded directly into the record. These images can then be displayed alongside collection descriptions. The same is true of audio and video files. With the additions of these types of files, the catablog becomes much more dynamic.

10. Multiple Browsing Abilities

While not the only tool with browsing capabilities, catablogs offer increased opportunities for perusing collections. Instead of searching by categories such as author, title, or subject, with a catablog you are able to browse through these categories as well as others like tag or material type. Browsing allows users without a specific research topic in mind to stumble upon hidden gems in your local history collection.

There are many advantages of catablogs versus depending solely on more traditional library catalogs and archival finding aids. But even with the many benefits, it is still important to carefully consider whether the catablog is the right discovery tool for your institution. And, if it is, just how do you go about launching one at your library?

First Steps to Creating a Catablog

Creating a catablog for your library is an easy and straightforward process. Whether you are just beginning work on your library’s local history collection or have already developed some discovery tools, the process is the same. First steps should always include a survey of the collections. This survey should include a basic inventory with the collection title, extent, condition, and accession or collection number. As you work, develop a means of ranking the collections in terms of processing priority.

During this initial process, think about establishing standards for how information is going to be entered into your catablog, if these have not already been developed. Standards that determine how collections are accessed are important for every organization. The earlier these standards are developed, the better. Having set standards will allow for easier decision making in the long term. Examples of access standards include the types of keywords used, what information about a collection is included in the record, and how records are displayed to the public. Be consistent with how you enter information and what words you use when determining subject access. If you use the word “cat” as a subject term in one record, don’t later use the word “feline.” It may be helpful to keep a list of subject terms with references to the correct word to use in cases with many possible synonyms.

Each accession or collection in the inventory will get its own catablog entry. Even if the collection is unprocessed or not fully processed, it should receive a record in the catablog. These entries could range from preliminary descriptions to complete finding aids. While publicizing unprocessed collections in this manner may seem unorthodox, it is the only way to provide access to materials that may not be fully processed for months or even years. A brief description is infinitely better than no description.

After an inventory is completed, you can begin transferring any information that exists on your current website pertaining to the local history collection. Transferring this information can occur either through linking current web pages to the catablog or through migrating the content into the catablog itself. Examples of content you can transfer include:

Once a collection inventory is complete, standards are established, and existing information is transferred, you can begin updating legacy finding aids and processing collections according to the rankings you established during inventorying. In the midst of this processing work, devote some time to making your catablog more dynamic. Add digital images to collection descriptions. Include links to other relevant sites. Create podcasts about interesting materials and embed them in the site. Use your imagination and creativity to produce a more robust instrument to access your collections.

Ten Steps to Catablog Creation

In just ten steps, you can create and implement a catablog for your local history collection.

1. Determine the Technical Skills of Your Staff

Is this your first web project? Are there members of your staff with web design knowledge or experience with blogs? Do you have a technology services department to provide support with your project? Don’t be intimidated if this is your first, or one of your first, online projects. Blogs are now designed to be set up and maintained by people with little to no technical knowledge. Once you begin work, you will quickly pick up any needed skills.

2. Choose Your Blogging Platform

Think about what you want your catablog to look like. What functionality would you like to be included? What aspects of your discovery tool are nonnegotiables? Once you have had a chance to think about the end product of your catablog, take some time to explore different blogging platforms. Choose the one that will best support your vision. Now is also the time to decide whether the free version of the blogging platform will suit your needs. If you feel that you need more, explore the options of different platforms that offer upgrades for a fee. Many companies will allow you to start out with the free version and upgrade at a later time. However, it is more efficient in the long run to decide between the free version and the upgrades before you spend time customizing themes and adding data.

3. Decide on a Name

You will need to choose a web address for your catablog. Try to choose a name that is closely related to your institution’s name. All web addresses must be unique. For this reason, you may have to use your second or third choice of name. Select your catablog’s web address with care. Once you establish the address, it cannot be changed. Bear in mind that if you are choosing a free version, the name of the blogging platform’s website will also appear in the web address.

4. Choose Your Theme

There are dozens, if not hundreds, of themes available from which to choose. In my experience, a three-column theme with a customizable header works best, but a different layout may be a better fit for your library. Select a theme that complements your library’s existing website, when possible. Don’t be afraid to test out several different themes before officially launching your catablog. You can always change the theme if you find that a theme doesn’t display as you’d hoped. Including an image from your collections or of your library in the header is always a good idea.

5. Customize Your Catablog

Now is the time to restructure your blog so that it looks and functions more like a catalog. Change the settings so posts display by title rather than date. Create a home page with search boxes, contact information, and tag selection bars. On the home page, you can include links to your policies and procedures as well as pages describing research services or guides. Clearly describe how to navigate through the catablog on the home page. Customize search functions by creating multiple search categories, including keyword, author, title, and material type. Add drop-down menus to allow users to select specific subjects or tags. Include prominent links to your library’s main website, preferably in or near the header so the link appears on every page. Customization is the most time-consuming step in establishing your catablog, aside from data entry. It can also be somewhat frustrating since some trial and error may be necessary before you are satisfied with the end result.

6. Transfer Existing Information

Add any subject guides, catalog records, or collection descriptions to your new catablog. Link to existing pages or paste the information directly into a catablog post. Incorporate any relevant collection information, including online exhibits that draw from your local history resources. Attach finding aids to the catablog, even if they are PDF or Microsoft Word files rather than EAD finding aids. Anything that will assist researchers in locating appropriate resources should be included in your catablog. You can always return to the linked pages and update them to fit more closely with the other content once the catablog has been launched.

7. Add New Records

Use the data compiled in your inventory to create records for each item or collection. Develop a standard form for entering this information in your catablog. Minimally, each record should include a title and brief description. Where possible, also incorporate creator, dates, subjects, and extent into the record. Utilize volunteers or interns for the basic data entry. Establishing a basic record for every collection is the goal, rather than focusing on complete, detailed records for a few items. Once a collection is processed, additional information can be integrated into the record, such as a finding aid, related collections, material types, or access information.

8. Increase the Site’s Multimedia

After basic records exist in the catablog for every item or collection, turn your attention to adding images or audio and video files. Attaching images to your catablog records is an excellent way to increase your site’s overall appeal. Even if your library does not have a digitization program, you can still scan photographs or manuscripts at relatively little cost to include digital images in your catablog. Ideally, every record should include an image to give users a sense of the collection.

9. Create an Infrastructure for Growth

After you have designed your catablog and added collection descriptions, form an institutional support structure to encourage further development of the system. Appoint at least two staff members to be in charge of the catablog. Include the catablog as part of your planning and assessment strategies. Incorporate maintenance of and additions to the catablog as part of your daily or weekly workflow.

10. Publicize Your Catablog and Collections

Advertise your catablog on your website and in news releases to library newsletters and local publications. Discuss the catablog with your patrons during reference interviews. Create bookmarks with the web address for the public to take home with them. Mention the catablog when discussing discovery tools with classes or during programs. Talk to other librarians in your area about the work you’ve done. Share feedback about the catablog with your colleagues. As you increase awareness of your catablog, you also spread knowledge about your local history collections. And enhanced awareness will translate into increased use of those materials, which is the ultimate goal.

Final Thoughts

The decision to use a relatively new technology to solve the problem of providing access to historical materials is not one to be made lightly. While the start-up and maintenance costs are relatively low, a serious commitment of staff time is necessary, at least at first. Catablogs can be an incredibly useful tool for those willing to harness the power of blog technology. Your collections will become more visible to your current audience and others will also learn of your resources because the records will appear in search engine results.

When resources are limited, catablogs offer the opportunity to maximize your results for minimal costs and equipment. After a few hours of research, you can begin the process of developing your own in-house, nonproprietary discovery tool. Discuss the benefits and the disadvantages of creating a catablog with your colleagues or staff before launching yourself into the process. Any project of this nature requires forethought and planning as well as a commitment to developing the standards, policies, and procedures that will ensure its success.

Notes

1. The term “catablog” was first coined by Robert S. Cox at the University of Massachusetts, Amherst.

2. Figure based on the cost of upgrades at the site WordPress.com (accessed July 2011).

3. The Hans Schwieger Papers are located in the Special Collections of Belk Library at Appalachian State University.