A Guide to the Claude Moore Health Sciences Library Records RG.17.4 RG-17-4

A Guide to the Claude Moore Health Sciences Library Records RG.17.4

RG-17-4


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Claude Moore Health Sciences Library

Claude Moore Health Sciences Library
1300 Jefferson Park Avenue
P.O. Box 800722
Charlottesville, Virginia 22908-0722
mailto:hsl-historical@virginia.edu
URL: https://www.hsl.virginia.edu/historical/

Claude Moore Health Sciences Library

Repository
Claude Moore Health Sciences Library
Identification
RG.17.4
Title
Claude Moore Health Sciences Library records 1942-2019 1848-2019
URL:
https://archives.lib.virginia.edu/ark:/59853/133046
Quantity
97 Volumes, 97 bound volumes and enclosures on book shelves
Quantity
8 Linear Feet, 17 archival boxes
Language
English

Administrative Information

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to records created by University employees while acting within the scope of their employment, except scholarly and academic works. Copyright ownership for other materials in this collection varies.

Conditions Governing Access

The records of the Claude Moore Health Sciences Library are open to researchers, except where it is noted. Decisions to close records to research are made in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Family Educational Rights and Privacy Act of 1974 (FERPA), the Virginia Freedom of Information Act (VAFOIA), the policies of the University of Virginia, and other relevent laws, regulations, or policies.


Biographical / Historical

Between 1826 and 1929, the University of Virginia's collection of medical books and journals were kept with the general library collections in the Rotunda. In 1929, the University moved the collections to the new Medical Library inside the recently-constructed Medical School Building.

Between 1929 and 1962, a medical librarian with a small staff of student and clerical workers stewarded the library's collections. The Medical Library at this time, although physically separate from the rest of the University's libraries, was administered as part of the central University library system with oversight from School of Medicine faculty serving on the Medical Library Committee. In addition to the management of collections, the medical librarians in this era began to curate exhibits and provide instruction. Only a few of the medical librarians who served in this period had professional library training.

In 1962, Wilhelm Moll was appointed the first Director of the Medical Library. During his tenure, Moll oversaw the radical trasnformation of a small branch library into an independent research library. The full-time library staff expanded from 4 to 30, the University built a new library building over Jefferson Park Avenue, the nursing and medical libraries merged to form the Health Sciences Library, a history of medicine program was founded, and the library began to adopt digital technologies.

After Moll's death in 1979, the University apppointed Terry Thorkildsen as the Director of the Claude Moore Health Sciences Library. Thorkildsen and his successors Linda Watson (1990-2005) and Gretchen Arnold (2005-present) led the library during an era when revolutionary advances in digital technologies (e.g. the Internet, personal computers, databases) presented new challenges and opportunities for the Library.

September 1826: The University of Virginia Library opens in the Rotunda and it includes a collection of medical books. 1911: The University Library's entire collection of medical books and journals are gathered together and moved to the basement of the Rotunda. September 13, 1915: Richard Henry Whitehead, Dean of the School of Medicine, creates the Medical Library Committee. 1919-June 1929: Ella Watson Johnson serves as the Medical Librarian. June 1929: The Medical Library moves from the basement of the Rotunda to its own space in the new Medical School Building, the Medical Library remains a department of the central University Library System. June 1929-September 1929: Margaret Otto serves as the Medical Librarian. 1929-1931: Anne Ashhurst Gwathmey serves as the Medical Librarian. 1931-1934: Caroline Hill Davis serves as the Medical Librarian. March 1934-June 1934: Dora Mitchell Brown serves as the Medical Librarian. 1934-1936: Miriam Thomas Buchanan serves as the Medical Librarian. 1935: The Medical Library institutes its first orientation for first year medical students. 1936-1943: Anne Lewis Morris serves as the Medical Librarian. 1943-1944: Mary Elizabeth Mayo serves as the Medical Librarian. 1944-1947: Mabel Cook Wyllie serves as the Medical Librarian. 1945-1949: The Nursing Library is placed under the Supervision of the Medical Librarian until the appointment of a clerk to manage the Nursing collection. 1947-1962: Elizabeth Frances Adkins serves as the Medical Librarian. September 1962: Wilhelm Moll is appointed the Director of the Medical Library. 1962-1963: As the result of administrative reorganizations during this period, the Medical Library is separated from the central University Library system and placed under the control of the School of Medicine. November 1970: Librarians conduct the first online searches of a database at the University of Virginia Medical Library using the experimental AIM-TWX service developed by the National Library of Medicine's Lister Hill National Center for Biomedical Communications. November 1971: Librarians begin using the National Library of Medicine's MEDLINE system to conduct online searches for patrons. August 1975: The Medical Library and Nursing Library are merged into the Health Sciences Library and Information Center and moved into a new building that spans over Jefferson Park Avenue. Wilhelm Moll is made the Director of the Health Sciences Library. April 1976: The Health Sciences Library is formally dedicated and named after Claude Moore, an alumnus of and donor to the University of Virginia. 1979: Terry Thorkildsen is appointed the Director of the Claude Moore Health Sciences Library. 1989: The library card catalog is digitized and made available through computer terminals. 1990: Linda Watson is appointed the Director fo the Claude Moore Health Sciences Library. 2005: Gretchen Arnold is appointed the interim Director of the Claude Moore Health Sciences Library and is then made Director in 2007.

Scope and Contents

This collection consists of permanent and historically significant institutional records created by the University of Virginia Health Sciences Library and the antecedent Medical Library. These records include, but are not limited to: annual reports, planning documents, newsletters, blogs, social media content, conference programs, department histories, committee records, and library-sponsored lecture materials.

Arrangement

Records are generally organized according to the records retention and disposition schedules series maintained by the Library of Virginia (LVA). When necessary, additional subdivisions have been created for materials that do not have clear equivalents in the LVA resources.

Subjects and Indexing Terms


Container List

RG 17-4-2
Annual reports
1942-2022
Conditions Governing Access

The annual reports are open to research.

Accruals

The annual reports of the Health Sciences Library are scheduled for permanent retention. There will be accruals to this series if the Health Sciences Library resumes the creation of annual reports.

Arrangement

Annual reports are arranged into 3 subseries: Medical Library, Health Sciences Libary, and Information Sciences Council. The subseries are arranged chornologically. Inside the subseries annual reports are placed into files that are arranged chronologically.

Scope and Contents

This series consists of annual reports produced by the Medical Library (1929-1975), the Health Sciences Library (1975-Present), and the Information Sciences Council (1990-1996). Annual reports for the Health Sciences Library are missing from this collection for the period from 2006 to the present. Also, the annual reports for the Medical Library are missing from this collections for the period from 1929 to 1942. It is unclear whether the Medical and Health Sciences libraries wrote reports for the years.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to the annual reports in this series.

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RG 17-4-4
Correspondence and subject files of the library director
1941-2013
Conditions Governing Access

These records are open to research.

Accruals

The correspondence and subject files of the Health Sciences Library director are not scheduled for permanent retention and, in the past, have been transferred to the archives on an irregular basis. No further accruals of this material is expected.

Arrangement

The correspondence and subject files are arranged into subseries according to the library director who created them. The subseries are then arranged chronologically by the date that each director began his or her term in this position. Beginning and end dates of the directors' terms are given after his or her name in the subseries title.

Scope and Contents

This series consists of correspondence and subject files that were created and assembeled by the directors of the Health Sciences Library while carrying out the responsibilities of their position.

Conditions Governing Use

The Rector and Visitors of the University of Virginia owns the copyright to records in this series that were created by the library directors while they were acting within the scope of their position, except scholarly and academic works. Copyright ownership for other materials in this series varies.

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RG 17-4-6
Planning documents and reports
1962-2000
Conditions Governing Access

The planning documents and reports are open to research.

Accruals

Historically significant planning documents and reports are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Healh Sciences Library determines whether a document or report is historically significant. Accruals to this series are expected.

Arrangement

In this series, a file is created for each planning report and its associated documents. The files are arranged chronologically by the date of creation for the materials they contain.

Scope and Contents

The records in this series document the planning of historically significant administrative initiatives, purchases, construction, and events at the Health Sciences Library.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to the planning documents and reports created by University employees while acting within the scope of their employment. Copyright ownership for other materials in this series varies.

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RG 17-4-9
Photographs and negatives
1848-20101976-2010
Conditions Governing Access

The photographs and negatives are open to research.

Accruals

Historically significant photographs and negatives are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Healh Sciences Library determines whether a photograph or negative is historically significant. Accruals to this series are expected.

Arrangement

The photographs and negatives are arranged into subseries by subject. The subseries are then arranged alphabetically by title. The arrangements of the files in the subseries vary.

Scope and Contents

This series consists of digital and analog images that show the history and collections of the Health Sciences Library. Image formats in this series include, but are not limited to, photographic prints, film negatives, jpeg files, tiff files, 35mm film slides, CDs or other media containing digital images. The series does not include official identification photographs for faculty, students, and staff.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to images created by University employees while acting within the scope of their employment. Copyright ownership for other materials in this series varies.

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RG-17-4-10
Public relations files
1963-2014
Conditions Governing Access

The public relations files are open to research.

Accruals

Public relations files are scheduled for permanent retention in the archives. These records are generally created by the University's marketing and communications departments and they are filed in the records groups associated with those units. However, the library does occasionally create its own public relations files that we expect to add to this series.

Arrangement

The public relations files are arranged into subseries according to types of materials (e.g. clippings collections and press releases). The subseries are then arranged alphabetically. The files in the subseries are arranged chonologically.

Scope and Contents

This series contains historically significant press releases, visual aids, clippings, and other items that record information about the Library that were produced for or by the news media.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to media created by University employees while acting within the scope of their employment. Copyright ownership for other materials in this series varies.

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RG 17-4-11
Publications
1962-2015
Conditions Governing Access

The publications are open to research.

Accruals

The publications of the Health Sciences Library are scheduled for permanent retention in the archives. Much of the content that the Library made available through publications is now made available on various online platforms. It is likely that accruals to this series will be infrequent.

Arrangement

The publications are arranged into subseries according to types of materials (e.g. journals and magazines, newsletters, patient education resources). The subseries are then arranged alphabetically. The arrangements of the files in the subseries vary.

Scope and Contents

This series consists of publications produced by the Health Sciences Library for public distribution or general internal distribution. Publications include, but are not limited to, magazines, journals, monographs, newsletters, weblogs, weekly announcements, online publications, marketing materials, and patient education resources. This series may contain both print and digital publications.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to publications created by University employees while acting within the scope of their employment, except scholarly and academic works. Copyright ownership for other materials in this series varies.

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RG-17-4-12
Social media
2010-2019
Conditions Governing Access

The social media files are open to researchers.

Accruals

Annually, data is downloaded from the Library's active social media sites and added to this collection.

Arrangement

The social media content is arranged into files alphabetically by title.

Physical Characteristics and Technical Requirements

When the Claude Moore Health Sciences Library downloads content from a social media platform, the Library preserves all of the original files (e.g. jpeg files, html files, json files) from the capture.

Patrons may contact Historical Collections staff at the Library to request copies of files containing social media content. The files may be sent to the patron for remote viewing or they may be viewed in the Historical Collections reading room. The Library will provide patrons in the reading room with software to view the files. Patrons who request to view the files remotely are responsible for obtaining their own copies of the hardware and software required to render the files.

Scope and Contents

This series contains social media content that has been produced by the Health Sciences Library for platforms like Facebook, Instagram, and Twitter.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright for social media content (e.g. posts, photographs) created by University employees while acting within the scope of their employment, except scholarly and academic works. The organizations that own the social media platforms might also hold licenses to all of the content posted by University of Virginia employees. Copyright ownership varies for other content that has been posted on the Library's social media platforms and archived here.

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RG-17-4-15
Blogs
2007-2019English.
Conditions Governing Access

The blog files are open to researchers.

Accruals

Copies of each existing blog are captured every year and added to the collection.

Arrangement

Blogs are arranged into files alphabetically by title.

Physical Characteristics and Technical Requirements

When the Claude Moore Health Sciences Library captures a copy of a blog, the Library preserves all of the its original files (e.g. jpeg files, html files) as well as an aggregated web archive file (warc). Both a directory containing the original files and the warc file are bundled together into a single digital object.

Patrons may contact Historical Collections staff at the Library to request copies of blog files. The files may be sent to the patron for remote viewing or they may be viewed in the Historical Collections reading room. The Library will provide patrons in the reading room with software to view the files. Patrons who request to view the files remotely are responsible for obtaining their own copies of the hardware and software required to render the files.

Scope and Contents

This series consists of blogs that were created by the Health Sciences Library. The files in this series were downloaded from the Internet by Library staff. Content in the blogs that are accessed through a link outside of the blog's parent directory (e.g. external YouTube videos, external web pages) are not downloaded and archived in this series.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to blogs and blog posts created by University employees while acting within the scope of their employment, except scholarly and academic works. Copyright ownership for other materials in this series varies.

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RG 17-4-17
Administrative organization and structure files
1979-2015
Conditions Governing Access

The administrative organization and structure files are open to research.

Accruals

The organizational charts of the Health Sciences Library are scheduled for permanent retention in the archives. Besides the charts, only historically significant records document administrative structure are retained in the archives. The head of the Historical Collections and Services Department at the Healh Sciences Library determines whether one of these records is historically significant. Accruals to this series are expected to occur occassionally.

Arrangement

Files in this series are arranged chronologically according to the date of their creation.

Scope and Contents

The records in this series document the organizational structure of the Health Sciences Library. It also contains records that document administrative reorganizations of the Library. These materials include, but are not limited to, organizational charts and reports.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to records created by University employees while acting within the scope of their employment. Copyright ownership for other materials in this series varies.

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RG 17-4-19
Policies, procedures, and handbooks
1961-2007
Conditions Governing Access

The policies, procedures, and handbooks are open to research.

Accruals

Historically significant policies, procedures, and handbooks produced by the Health Sciences Library are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Healh Sciences Library determines whether a record is historically significant. Accruals to this series are expected.

Arrangement

The policies, procedures, and handbooks are arranged into the following subseries in this order: Staff procedures and handbooks, and Library users procedures and handbooks. The files in each subseries are arranged chronologically.

Scope and Contents

This series contains policies, procedures, and handbooks produced by the Health Sciences Library to direct and guide the conduct of its faculty, staff, and patrons. These records may also formally describe and define the relationship between the Health Sciences Library and its faculty, staff, and patrons.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to records created by University employees while acting within the scope of their employment, except scholarly and academic work. Copyright ownership for other materials in this series varies.

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RG 17-4-20
Syllabi and other course materials
1983-1996
Conditions Governing Access

In accordance with the The Family Educational Rights and Privacy Act of 1974 (FERPA), the library may restrict access to student-authored materials and other protected student records in this series. Course syllabi, course announcements, and other materials produced by University faculty and staff are open to research.

Accruals

Historically significant syllabi and course materials are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Healh Sciences Library determines whether a course record is historically significant. Accruals to this series are expected to occur infrequently.

Arrangement

Syllabi and course materials are arranged chronologically.

Scope and Contents

This series contains course announcements, syllabi, notes, and other materials that document classes and workshops taught by the faculty and staff of the Health Sciences Library.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to media created by University employees while acting within the scope of their employment, except scholarly and academic work. Copyright ownership for other materials in this series varies.

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RG 17-4-30
Conference programs and reports
1981-1997
Conditions Governing Access

Conference programs and reports are open to research.

Accruals

Historically significant conference programs and reports are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Health Sciences Library determines whether a program or report is historically significant. Accruals to this series are expected.

Arrangement

Conference records and programs are arranged into files by conference title. The files are arranged chronologically by the date each conference was held. All of the instances of a reoccurring conference are gathered together into the same file. If the conference is reoccurring, it is arranged in relation to the rest of the files according to the first instance of that conference.

Scope and Contents

This series consists of programs and reports that document the history of conferences and symposia hosted by the Health Sciences Library. Programs and reports often contain the following information: lists of speakers, presentation titles, schedules of events, and lecture abstracts. The following conference records are not included in this series: registration records, financial records, organization records, attendance lists.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to conference records and programs created by University employees while acting within the scope of their employment, except scholarly and academic work. Copyright ownership for other materials in this series varies.

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RG 17-4-32
Histories and biographical files
1961-2010
Conditions Governing Access

The historical and biographical files are open to research.

Accruals

Significant historical and biographical materials are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Health Sciences Library determines whether a record is significant. Accruals to this series are expected to occur infrequently.

Arrangement

Materials in this series are arranged chronologically according to the date that they were created.

Scope and Contents

This series consists of significant material that conveys the history of the Health Sciences Library, its administration, its accomplishments, its officials or employees. Includes, but is not limited to, scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by the agency. Also included are narratives; printed, audio, or audiovisual histories; or matters of significant historical importance.

Conditions Governing Use

Copyright ownership for other materials in this series varies.

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RG 17-4-34
Other reports
1967-2015
Conditions Governing Access

The reports in this series are open to research.

Accruals

Historically significant reports are scheduled for permanent retention in the archives. The head of the Historical Collections and Services Department at the Health Sciences Library determines whether a report is historically significant. Accruals to this series are expected to occur infrequently.

Arrangement

The reports are arranged into files. The files are then arranged chronologically by their date of creation. When a report is reoccurring, all of the reports in that series are placed together in a single file.

Scope and Contents

This series consists of reports, of a historically significant nature, that do not belong to any other series of the Health Sciences Library records.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to reports created by University employees while acting within the scope of their employment. Copyright ownership for other materials in this series varies.

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RG 17-4-36
Directories
1968-1974
Accruals
Arrangement

The directories are arranged by title into files. The files are arranged chronologically.

Scope and Contents
Conditions Governing Use
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RG 17-4-37
Committee records and meeting minutes
1947-1998
Conditions Governing Access

The committee records and meeting minutes are open to research.

Accruals
Arrangement

The records in this series are arranged into files according to committee or department (when the department is holding reccurring general meetings). The files are then arranged alphabetically.

Scope and Contents

This series contains memos, correspondence, subject files, online resources, and meeting minutes of committees working within the Health Sciences Library.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to records created by University employees while acting within the scope of their employment, except scholarly and academic work. Copyright ownership for other materials in this series varies.

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RG 17-4-38
Awards, honors, and commemorations
1976-2006
Conditions Governing Access

The awards, honors, and commemorations records are open to research.

Accruals
Arrangement

The awards, honors, and commemorations are arranged into files. The files are then arranged chronologically by date. When an award, honor, or commemoration is reoccurring (e.g. annually), all of the records in that series are placed together in a single file.

Scope and Contents

This series consists of records that document awards, honors, and commemorations presented by the Health Sciences Library. These records may include, but are not limited to, event programs, lists of recipients, and recipient biographies.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to the records in this series that were created by University employees while acting within the scope of their employment.

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RG 17-4-39
Lectures and presentations
1966-2002
Conditions Governing Access

The lecture and presentation materials are open to research.

Accruals
Arrangement

The records for stand-alone lectures and presentations are arranged into a subseries called "Single lectures and presentations". The records of lectures and presentations that belong to a program or lecture series are arranged into subseries named after the program or lecture series. Following the subseries titled "Single lectures and presentations", the remaining lecture series are arranged alphabetically by title.

Records in all of the subseries are arranged into files titled with the names of the lectures and presentations. The files are then arranged chronologically by date of creation.

Scope and Contents

This series consists of records that document lectures and presentations sponsored by the Health Sciences Library. These records include, but are not limited to, audiovisual recordings, transcripts, announcements, handouts, and correspondence between presenters and event organizers.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to materials in this series created by University employees while acting within the scope of their employment, except scholarly and academic work. Copyright ownership for other materials in this series varies.

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RG 17-4-42
Exhibit files
1970-2019
Conditions Governing Access

The exhibit records are open to research.

Accruals
Arrangement

The materials are arranged into files, each file representing an exhibit. Files are arranged alphabetically by exhibit title.

Scope and Contents

This series consists of records that document exhibits created by the Claude Moore Health Sciences Library of an educational or promotional nature.

Conditions Governing Use

The Rector and Visitors of the University of Virginia own the copyright to exhibit content created by University employees while acting within the scope of their employment. Copyright ownership for other materials in this series varies.

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