a. Item research and selection expectations
It is expected that the bulk of exhibition research and item selection will be done by the curator and Library staff on the committee (content specialist(s) and registrar) in preparation for the first item review meeting (for more details on exhibition timelines and roles, see 2. Logistics of a Schlesinger Exhibition). The item review meetings are meant to familiarize the rest of the exhibition team with the materials, discuss case/wall layout questions, raise preservation/conservation issues, and resolve remaining questions about specific items or decide between multiple item options. The curator and Library exhibition staff should plan to meet separately and regularly between the kick-off meeting and the first item review meeting in order to prepare.
b. Doing research in Schlesinger collections
Using unprocessed or in-process collections materials
If materials from an unprocessed or in-process collection are selected for use in an exhibition, the committee members will need to work closely with the processing archivist in order to confirm the necessary collection metadata for citation and references. Details such as final collection name and box/folder location will likely not be available for unprocessed or in-process materials, so alternative identifying information may need to be used in order to create useable citations.
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If not-yet-cataloged published materials are selected for use, please consult the Head of Printed and Published Materials so they can assign the material to the appropriate cataloger in preparation for display. This will ensure that they item has a full and accurate catalog record that can be used for reference and citation by the exhibition committee.
All Schlesinger collections materials that are selected for use in an exhibition need to be properly accessioned before the exhibition opens; if a new item is purchased specifically for an exhibition, please make sure to check in with the appropriate department head in order to get it added to the proper accessioning workflows.
c. Doing research in outside collections
Use of non-Schlesinger collections in exhibitions
Schlesinger collections should be the central feature of the Library's exhibitions, but occasionally the need may arise to include materials from other repositories in a Schlesinger exhibition. These will usually be included as reproductions, not originals. Once items have been identified by the Curator, the Registrar is responsible for reaching out to the relevant repository to confirm details of rights, permissions, and usage. They should request a hi-res scan of the item that meets the image standards for reproduction. They should also confirm the repository's preferred citation for the materials. If any fees are due, invoices can be sent to the Gallery Coordinator, who will process them for payment.
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d. Image research
Retrieving hi-res images from the DRS
There are several places where committee members may be able to access high-resolution downloadable image files for chosen items, including Harvard Library Viewer for Image Delivery and Harvard Digital Collections. If a hi-res file is not available to download in any of those places for a previously digitized item, the Lead Archivist for Visual Materials & Recorded Sound Collections should be able to help retrieve them from the DRS. In order to do this, they will need the file identifiers from the catalog records.
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e. A/V research
Requests for viewing copies and/or digitization of A/V materials should be handled in conversation with the Lead Archivist for Visual Materials & Recorded Sound Collections.