Behind the Scenes of the Project
The Museum of Ventura County is the proud recipient of one of 37 grants awarded by the National Archives’ Historical Publications & Records Commission, allowing the Research Library to catalog and digitize the Martin & Associates Collection. By the end of the project, at least 1,000 items will be digitized and available for public viewing.
There are many steps that trained staff and interns must take, including identifying and processing the types of material, ensuring the preservation of original items, and creating an online public catalog to view the digital material.
To begin, staff examine the individual drawings. When work began on this collection, staff found that some paper types were damaging other paper types kept in the same drawer. Usually, archives keep items in their original order but in this case, some maps and drawings had to be moved to make sure they would not do any more damage to their neighbors. Staff identified paper types, then regrouped and separated types of paper where needed in a process called rehousing. Staff track the contents of the drawers and boxes, creating an online finding aid that will be searchable and accessible to the public.
Flat file drawer prior to processing
Using polyester during processing to limit further damage
Flat File After Processing
Separating by paper or print type while trying to keep to original order as much as possible
Once these items have been rehoused and tracked, they can be scanned and uploaded online for digital preservation and online access. Staff members carefully scan the maps using an oversized scanner and take precautions to ensure that no harm comes to the original documents.
Before items are scanned, they are processed, tracked, and notes such as measurements are taken.
If maps have any physical damage or are too fragile for scanning, they are carefully sandwiched in polyester sleeves.
Sepia diazotype (MVC084-D21-2454-09)
Sepia Diazotype damage to another map
The condition of the maps and drawings can vary, depending on age and material type. Fragile items are put into polyester sleeves to prevent any damage while scanning the items.
Some maps and drawings, known as sepia diazotypes, appear discolored and have a pink hue to them. These types of prints have chemical residue left by the “dry” development process that creates them. Developers expose the prints to ammonia vapors that remain on the paper, turning it pink. Unfortunately the chemicals degrade the print over time.
Sepia diazotypes are not only a danger to themselves, they also damage other prints in their vicinity. It is easy to tell which maps were stored closest to these sepia diazotypes, as they have the darkest pink discoloration. While this process cannot be reversed, museum staff have taken precautions by separating prints to prevent further damage. (Example MVC084-D18-2042-01).