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Final Week as a Fellow at The Mayme A. Clayton Library & Museum.....

.....additional weeks at MCLM as the Director of Research & Collections! The executive director just handed me the job description for the new position that was created at MCLM to keep me on board. After the contract is signed, this will be a 2 month position, with my official title being the Director of Research & Collections.

I am so grateful for this opportunity and look forward to the upcoming months. I will do everything I can to move MCLM's collection forward and maintain and build our our institutions mission:

"to collect, preserve; exhibit and celebrate the unique history and cultural heritage of Americans of African descent and thereby help to provide a more complete view of American history."

It looks like it's time for Archivist Alyss 3.0!

Week 36 at The Mayme A. Clayton Library & Museum

Last week the Otis College of Art & Design Layin it Low was a huge success! The students came to MCLM to view their works, which are currently on display. All of the items are to be donated to the collection. The donor forms will be sent to each student and returned to MCLM.

C. Jerome Woods is local collector whose LGBT collection is on deposit at MCLM. Last week he came into pull some items for a 23 panel exhibition that occurs this summer at the One Institute and Archives. The ONE is the National Gay & Lesbian Archives located in Southern California.

I completed my disaster preparedness workshop last week as well. The Disaster Preparedness workshop is funded through the National Endowment for the Humanities and is given by WESTPAS,The Western States Preservation Association.

Week 35 at The Mayme A. Clayton Library & Museum

Otis College of Arts and Design in partnership with the Mayme A. Clayton Library & Museum will be presenting the art show Layin' it Low: Car Club Culture. The Otis students created key chains, a magazine, a replica of a car hood featuring a image of Mayme A. Clayton, a banner, shadow box and panel painting of Mayme. The focus of the show is The Majestics, a Compton based car club.
The event, which is tonight from 7PM-9PM will feature the students pieces and appearances by The Majestics. The Majestics are bringing 5 cars to demonstrate the hydraulics and comment on their detailed art.

The California African American Genealogical Society (CAAGS) is currently visiting MCLM every Friday & Wednesday to organize their book collection. CAAGS would like to deposit this collection at MCLM but first the items that are for sale must be removed. This collection of books and periodicals is extensive with a plethora of genealogical information.

Week 34 at The Mayme A. Clayton Library & Museum

Last week I submitted a grant in an effort to attain funding to preserve the scrapbook collection. The grant was through NEH, MCLM is asking for $6,000 to preserve 53 scrapbooks. The amount of money it takes to process scrapbooks is astonishing! For example, just to purchase enough paper to rehouse the items the cost is about $4,000. As apart of this grant we will be also purchasing temperature monitors.

 Installing temperature monitors was a preservation effort that was suggested through the Museum Assessment Program (MAP). This MAP assessment is apart of the American Association of Museums and provides information about how an institution can fully preserve, conserve and provide access to its collection. This document is also very useful for writing grants because it includes demographic and visitation information.

 Last Saturday we were also busy with events and programs. During the afternoon MCLM welcomed children and their parents for The Kids Jazz Appreciation Month Session or Kids JAM. During this event children made instruments and enjoyed a story time. All of the activities were Jazz themed in honor of April, Jazz Appreciation Month. After the Kids JAM Session the University of Chicago Alumni Association came for a tour of MCLM's facilities. The Head Archivist provided a tour and then the 18 members stayed for the monthly movie Around Midnight .

Week 33 at The Mayme A. Clayton Library & Museum

Last week was busy,busy, busy! The UCLA service students are helping the collection move along rapidly. I have two students processing a particularly large collection, The Marilyn White Collection. To successfully have two students process one collection they must; confirm that they will come in on different dates, adhere to the same processing standards, and complete the box they started that day. So far, 10 boxes have been processed in 18 hours, an excellent rate!

The processing procedure I developed for this collection is based on the fact that MCLM is a library. Because MCLM is a library we must know exactly what type and quantity of book is in each collection that is donated. In order to determine this the procedure is to create an excel sheet only for the books, pamphlets, brochures and other printed matter (excluding correspondence) that details the title, quantity and year of each item. This excel sheet can then be compared to our current holdings and then a weeding process can then occur.

An interesting item that I found in the collection yesterday was some of Mayme's water color paintings. She made these drawings in a class that Avery taught, MCLM currently has the paints and the works she created. A fun little piece of institutional history!

Week 32 at The Mayme A. Clayton Library & Museum

The launch of MCLM new online database is tomorrow! I am very excited for this event as I will be giving demo on how to use the database. The database launch coincides with an event MCLM is hosting entitled Africa Speaks, American Answers: Modern Jazz in Revolutionary Times. This free event is a celebration of Jazz Appreciation month featuring a discussion with Dr. Robin Kelly, the Gary B. Nash Professor of American history in the UCLA department of history, who will be discussing his book Africa Speaks America Answers: Modern Jazz in Revolutionary Times.

Last week volunteers completed to detailed inventory of the James Jefferies collection. Inventories are an important part of any processing procedure. I find that a basic inventory allows me to look at the entire collection quickly, and then decide how to move on to processing at a folder level or cataloging at the item level.

Week 31 at The Mayme A. Clayton Library & Museum

Last week, I processed a portion of The Marilyn E. White Collection. Years ago, Marilyn White was a volunteer at MCLM that donated a collection that consists of books, dolls, plaques, pamphlets, stamps, photographs and brochures. Judging from the items within the collection Ms. White was an Olympic participant and singer. The portion of the collection I processed consisted mostly of stamps that portray African American leaders.

The pushing of inventories into the database continues. As apart of this process I am given the opportunity to handle collections. One interesting collection was the Anne N. and William L. Smith Collection. circa 1900-2008. Anne Nichols Smith, a teacher, and her husband William L. Smith, a physician in private practice, were active in Los Angeles community service organizations. The collection primarily consists of books, magazines, and pamphlets by and about African Americans. The collection also contains medical equipment. Some of the medical equipment included in fascinating! Like the clamps and speculum, need I mention the vials of sulfate and syringes.

Week 30 at The Mayme A. Clayton Library & Museum

There were a few events that occurred last week at MCLM. The Hollywood Chapter of (The National Organization for Women) held a Feminist Art http://www.blogger.com/img/blank.gif Extravaganza. The event featured an silent art auction, live musical performances, an enthralling poetry reading and a female break dancer. On Thursday, MCLM also welcomed the World Ventures Travel Group. The event was for about 25 members of the touring group.

The head archivist at MCLM, Cara Adams gave two tours last week. A student from John's Hopkins was amongst one of the tour groups. The student and I previously corresponded via email discussing MCLM's digitization initiatives. MCLM has some of its items digitized but it is my personal belief that digitization on a mass scale must occur as part of a grant project. Unfortunately, there are not many grants that support basic digitization, but there are a plethora of funding opportunities that support innovative digitization methods.

I have continued pushing inventories into the database and updating the finding aids. I have a group of volunteers separating the photograph collection into appropriate subject headings. MCLM's photograph collection is quite diverse, the subject categories we are assigning to the photographs are; entertainment, disciplines, politics, Los Angeles ,sports and descendants of Mayme A. Clayton. After I began working on the photograph project I began to understand the importance of labeling images before donating them to an archive, library or museum. Beyond providing a name it is necessary to detail what the person in the image did (e.g. career, interests, goals etc.), this is vital provenance information that expedites the cataloging process.

Week 29 at The Mayme A. Clayton Library and Museum

Last week, I was given the honor of accepting an award on behalf of The Mayme A. Clayton Library & Museum. The award was posthumously presented to Dr. Mayme Agnew Clayton for being a champion of Black History & Museum Founder. The event, hosted by The Museum of African American Art, focused on African American women in honor of March, Women's History Month.

The next day, MCLM hosted a disaster preparedness workshop. This type of workshop occurs in many locations and is funded through a NEH grant. Westpas, a preservation assistance service, is the grant writing agency. The event opened my eyes to the amount of planning that must go into preparing for a disaster, especially earthquakes.

On the collections side of events from last week, I have assigned a group of volunteers to inventory the entirety of the James Jeffreys Jr. collection. This collection consists of photographs, prints, and some mixed media paintings. Once the inventory is complete it will be pushed into the database.

Week 28 at The Mayme A. Clayton Library & Museum

Last week marked the final training session for the new OPAC. There were about ten volunteers who attended the training ranging in age from 21-65. The document I created to help the volunteers through the cataloging process was well received overall, but I felt there were some improvements that could have been made. The first thing I would change on the document is the font size, a larger type (greater than 12 point) allows the volunteers to easily read the text. Another feature of the document I would change is using circles to highlight important parts of the screen instead of arrows; arrows have a tendency to get lost in the text.

Last week, I began creating the finding aid for the Khalid Kwame Collection. This jazz collection consists of about 10,000 machine readable artifacts (e.g. CDs, Tapes,and Albums), 7,000 pieces of textual documents and a few pieces of AV equipment. While working on the finding aid I wrote a biography on the Kwame by pulling information about his life from business cards, wills and donor forms.

Week 27 at The Mayme A. Clayton Library & Museum


































Last Saturday I gave a presentation/training session to the volunteers about how to catalog a book. For the training session I put together a detailed workflow. I was surprised by the amount of time it takes to successfully construct a receptive workflow. The features of a successful workflow are; being detailed , use arrows and circles to emphasize the important areas of the screen and make the steps bold.

The second part of the training session was focused on pulling Library of Congress Subject Headings. Every item that is cataloged must have at least one subject to facilitate in the retrieval of information through a search. The item I used as an example to pull subject for was a Kwanzaa Kufi Bear. Kufi bears are teddy bears that adorn a Kufi Hat and often have Kente Cloth clothing and/or accessories. MCLM has two Kufi Bears in their collection,one that is identical to the one in the picture above and another that is Kwanzaa themed.

Week 26 at The Mayme A. Clayton Library & Museum

My database management skills were on full display last week. The desktop database has officially migrated over to the full online catalog. Post-migration there are some things left to do before the database is available for the public.

In order to jump start our volunteer staff MLCM is holding two training days in the following weeks. I will be heading the training by teaching a diverse group of volunteers how to catalog a book. The basic procedure for cataloging books can then be applied to catalog any number of items. Currently, I am developing a workflow that will easily lay out this new procedure.

Besides database management, I have been working with a volunteer in the writing of a NEH grant. The grant will bring funding to MCLM to help preserve our vast collection of scrapbooks and photo albums. Most of the scrapbooks were put together by Dr. Mayme A. Clayton while others were purchased. An impressive item we have in our collection is a Lena Horne scrapbook. It is believed this is her personal scrapbook, containing personal information about breaking her leg in 1942, a little known public fact.

Week 25 at The Mayme A. Clayton Library & Museum

Last week at MCLM we had our first annual Family Fun Day! This event provided an opportunity for parents and children to enjoy all that MCLM has to offer. There were many activities for the children to partake in; The California African American Genealogical Society was there helping older children and adults create a family tree. The younger children enjoyed the Obama and Marie Dickerson Coker coloring pages. At two separate craft tables the children made aviation goggles (in celebration of the Tuskegee Airmen) and African shakers (similar to those used in Kenya).

Some amazing art pieces that were housed at MCLM went out on loan to The Museum of African American Art for a one week exhibit. This exhibition loan contained pieces from Jacob Lawrence, Romare Bearden and Richard Yarde.

Last week, MCLM also welcomed representatives from ArtStor. ArtStor is a digital library that gathers images from heritage institutions across the nation. Apparently, the number one request from their users is more African American images. I have yet to decide what items will be digitized but it will likely be a selection of magazines, sheet music and photographs.


The Library by Jacob Lawrence

Week 24 at MCLM

Last week was marked by the First Annual Volunteer Outing! A group of about ten volunteers, including myself and Cara, visited The California African American Museum. We were guided thorough the exhibit, The African Diaspora in the Art of Miguel Covarrubias: Driven by color, shaped by Cultures, the items displayed were enthralling! Covarrubias, although Mexican, depicted many African Americans and Africans in his numerous art works, books, caricatures and collages. The most dynamic piece was the 12 x 24 foot collage that depicted the different cultures of the world. The medium used for the piece was lacquer on canvas, but Covarrubias manipulated the lacquer it to make it appear as if it was colored pencil.

Last week, I also discovered an amazing piece of ephemera in the "secret room." It is the face of a mammy archetype, measuring 1.5 x 1ft. It is possibly apart of a float or statue judging from the makeup of the face, some sort of papier-mâché. In this same room I happened across a framed image of a slave sitting in front of her cabin. Both of these items I selected to be digitally photographed and included on the new MCLM website, which is to be launched soon!

Week 24 at The Mayme A. Clayton Library & Museum

The Southern California Edison Day of Service was a success! About 40 people came ranging in ages from 15-65. The volunteers helped inventory posters, a record collection, newspapers, the Marilyn White Collection, blue prints, and the Dianne Watson collection. The volunteers also pulled Library of Congress numbers for a recent accession to MCLM, The Khalid Kwame (Buchanan) Collection.

With this many volunteers the blue prints and posters are now completely inventoried! The work that would have taken months to complete was essentially done in 4 hours, this is monumental and exciting!

Alyss Hardin
I.M.L.S. fellow, M.L.I.S.
The Mayme A. Clayton Library & Museum

Week 22 at The Mayme A. Clayton Library And Museum

Last week, MCLM welcomed the South Los Angeles Chapter Jack & Jill. There were about twenty children, ranging in ages from 6-17. The children partook in three separate activities. First, the Jack & Jill members learned about the methods of nonviolent protesting. The children then sang songs of freedom and made protest signs. The event was a huge success and MCLM looks forward to again welcoming the South LA chapter as well as other chapters of Jack & Jill.

There were a few new volunteers that began this week as well. One volunteer began an inventory of machine readable items. The other new volunteer completed an inventory of the Sarah Agnew Sheet Music Collection.

Alyss Hardin
IMLS Fellow, M.L.I.S.
The Mayme A. Clayton Library & Museum

Week 21 at MCLM

While processing some administrative records I came across a Sepia Magazine dated June 1974. As I leafed through the magazine to find the relevance to the institution, I found Dr. Mayme Agnew Clayton, featured in a 5 page spread! At the time that the article was written it focused on the Third World Bookstore. A bookstore she co-owned before she founded the Western States Black Research Center.

Years ago, the MCLM received a sizable collection, the Mervyn M. Dymally collection. Mervyn Dymally served in the Senate as well as the State Assembly of California. The items in this collection ranged from oral histories, photographs and clippings. The most interesting item I came across was Dymally’s resume, according to his resume we lived on the same street in California! Another interesting item was a rough draft of his yet to be release autobiography.

Week 20 at MCLM

I have not updated recently because I was out of the office, in Vegas! Anyway...

All of the cataloging goals that were set have been met or exceeded. All the inventories are complete and I have volunteers working on the inventorying of ethnic ads and other recent accessions. The ethnic ads we have are interesting, ranging from can labels to post cards. Most of the ads date from the early 1900’s to the 1940’s. The inventorying process is necessary so all the materials within our collection are accessible.


The access to MCLM's collection will be improving with the launch of our new database. I have become the acting database manager and I'm very excited to see the new database launch successfully. I believe that this online, searchable database will greatly increase MCLM's presence as an African American library and museum.

Week Eighteen at The Mayme A. Clayton Library & Museum

Happy belated Dr. Martin Luther King Jr. Day! All of the events that were planned at MCLM went well.

I continue to process a collection of songbooks with the help of two volunteers. There are certain duties that are easily assigned to volunteers such as the initial inventorying process and updating the name and subject authorities in the catalog. Some of the duties I take control of are pulling subjects from the library of congress, verifying the appropriate library of congress number for the book and what collection to attach the item to in the database. An item I came across that was interesting was a book entitled Negro Melodies No.1 Happy Contraband . The songs lyrics provide information about what slaves ate how the masters dressed and other details about slave life. Song lyrics are a primary source that I believe may be under utilized by historians.

Week Seventeen at The Mayme A. Clayton Library & Museum

This week was very busy at MCLM. We are running in high gear preparing for Dr. Martin Luther King Jr. Day. MCLM will be installing an exhibit at the Culver City Senior Center, the theme for the event is Have We Achieved the Dream? The exhibit space will consist of cases, tables, easels and a monitor.

Other than exhibition design I have been processing a collection of songbooks, sheet music, church bulletins, and clippings. I am truly in the beginning staging of processing; simply separating the items into their respective groupings. After the collection has been lightly processed volunteers can inventory the collection and then the inventory can be pushed into our catalog.

Week Sixteen at The Mayme A. Clayton Library & Museum

Seasons greetings! The week before the holiday break MCLM was proud to host the closing event for L.A. Rebellion Creating a New Black Cinema in conjunction with U.C.L.A. The event was spectacular! MCLM rolled out the red carpet (literally) for its guests, some notable attendees were John Singleton, Julie Dash and Roger Guenveur Smith. There was also a special presentation by Ben Caldwell, an independent film maker.

I continued to process scrapbooks and posters. Now that we have physical control of the collection MCLM collections is moving onto cataloging the items. The cataloging process for each item is different; some items will have LOC numbers while others will not or require numbers to be built. I put together workflows for the volunteers to begin the cataloging of the posters and sheet music.