Project Plan


Project Details

Phase 1. Processing (Years 1-2)


The University Library will hire and train one full-time, temporary staff person (Project Manager) and a sizable contingent of student workers, while also relying on expertise and assistance from several of the Library’s permanent staff members from Special Collections, Technical Services, and Digital Technologies.

Processing guidelines
The Project Manager will use procedures already established for processing Hall-Hoag Part II. Each carton contains material from 250 to 300 organizations without folders and no order. In order to efficiently establish intellectual control, students sort the material by organization, type of material, or title of the serial or book. Materials are grouped by organization and placed in acid-free folders. Once the folders have been placed into acid free boxes, the folder titles (name of organization, type of material, or title of serial or book) are entered into Excel.

Phase 2. Collation and Classification  (Years 2-3)


Materials from the same organization are scattered among throughout Hall-Hoag Part II, making collation essential for both researchers and staff. The Excel database will be utilized extensively in order to bring organizational material together physically.


Hall-Hoag Part II is not being arranged to the level of Hall-Hoag Part I. Gordon Hall and Grace Hoag developed a detailed, ideological classification system that reflects a unique analysis of organizations that cannot be replicated. Instead, broad categories will be created in which the narrower ninety-nine categories of Hall-Hoag Part I can be grouped. Each narrow category will fit into one or more of the broad categories and the appropriate Library of Congress Subject Headings (LCSH) will be selected. Assigning broad categories to Part I and Part II will facilitate searching of both parts of the entire collection.

Phase 3. Product and Sustainability (Year 3)


The Hall-Hoag collection data will be converted from an Excel spreadsheet to an EAD finding aid and EAC encoded documents. The EAC documents (reflecting organizations found in the EAD finding aid) will enhance the research experience by allowing users the ability to explore the relationships among analogous and disparate organizations. The University Library’s existing EAD finding aids are indexed in a Solr database and revisions will be made in order to create an interface to facilitate searching of the EAD finding aid using EAC.


The data will be maintained in EAD and EAC (both internationally accepted XML standards in the archival community). Owing to the large number of EAC records to be created, the project will begin with brief records but will augment the records based on additional information historical information from scholars, students and Library staff.


The Brown University Library will publicize the availability of the Hall-Hoag collection through use of electronic media (blogs, professional and academic listservs, newsletters, social media). The Library will continue to promote the collection to Brown University classes. The Library will use the testing portion of the project as another opportunity to publicize the collection. Test participants will be asked how they learn about new resources.


Project Outline

The Project Plan consists of three phases to be carried out over the course of the grant:

Phase 1. Processing (Years 1-2)

  • Hire and train staff (Project Manager and student workers)
  • Complete the inventory of materials in Hall-Hoag Part II

Phase 2. Collation and classification (Years 1-3)

  • Collate all materials produced by the same organization
  • Arrange topical headings in a meaningful hierarchical structure

Phase 3. Product and sustainability (Years 2-3)

  • Create a collection-level Encoded Archival Description (EAD) finding aid and
  • Organizational-level Encoded Archival Context (EAC) records
  • Create a search interface built on the faceted elements contained in the EAC record
  • Collect feedback and refine the interface and search functionality


Milestones and Deliverables

Year 1

  • Staff will be hired and trained
  • Process 153 cartons (circa 459 linear feet)

Year 2

  • Process 152 cartons (circa 456 linear feet)
  • Create EAC records

Year 3

  • Complete collation of Part II
  • Creation of EAD
  • Creation of a Solr search index
  • Creation, testing, and refinement of a faceted search interface