Handling, Cataloguing, Discovering: A Journey Through the Carl MacDougall Collection

Carl MacDougall (1941 - 2023) was a Scottish writer - a novelist, playwright, critic and editor. We have been working with work placement students from the University of Glasgow's Scottish Literature honours course ‘Memorialising Scottish Culture and Literature’ to begin work on cataloguing the extensive collection of his papers, housed in the Mitchell Library.

Read on to find out what they made of this exciting project, and what they learned along the way.

Before we start, wash your hands! The first rule of handling anything in special collections is: wash your hands and refrain from using anything oil based like hand cream.

Okay, now we are all ready, the task we were given for the next five weeks was to catalogue Carl MacDougal’s short stories. We were introduced to the material by a Special Collections Librarian who showed us the considerations we should take over the quality of each copy. We were all surprised to learn that we were allowed to write (in pencil) on the sheets of paper! It was of course to catalogue them, writing their personalised number that will later help identify their location in the library. However, we were all hesitant at the start to actually write directly on the paper. It was really exciting to handle the original paper and compare the quality of each copy.

I could not have anticipated how interesting the form of writing would be, whether that be handwritten or typewritten text on each copy but it really helped us get to know MacDougal as a writer. As a literature student I loved looking at the handwritten notes and corrections made by MacDougal, in pen, Tipp-Ex and pencil, because it gave us insight into his writing process. The corrections were realised in the final copies and so we could imagine each step of the way to completing the story. Other considerations we had were the state of the paper, whether that was the original staples that had rusted the paper and had been removed, the varying size of paper used and the way it had aged and become almost brittle depending on the quality of each sheet. We worked on fastening each copy of the short stories with brass paper clips because they do not rust. It was great to learn about the preservation of paper in areas I had not considered. I hope to come and see this collection once it is fully catalogued; I have loved being part of the process.

After learning how to properly handle the paper, we had a tutorial on the MIMSY system which is the management system used by the library to list objects not suitable for listing on the main library catalogue. For cataloguing, it was part physical and part digital. For the physical aspect, each item is divided into packets of related items and is assigned an accession number that is split into three parts, for example: 1004462.13.5.

The first number represents the whole Carl MacDougall collection, the second number represents the packet, and the third number represents the item. Prior to the placement, all the items had been placed into packets, so all we had to do was write the accession number and measure the paper. Carl MacDougall was not only a prolific writer - he was also a prolific editor, considering that most packets had four or more copies of the same short story with heavy corrections.

For the digital aspects, we worked on a spreadsheet. At first, it seemed quite intimidating since there are almost fifty fields that had random quirks like only having lowercase letters, and legal and valuation details, so there was so much information that was new to us, but thankfully we did not have to value the items or figure out copyright laws! We were tasked with filling in Carl MacDougall’s personal information, location, paper measurements, and descriptions for navigation.

The most time-consuming part was reading the short stories and trying to summarise the plot into 80-100 words, so determining what was important enough to be mentioned in the summary felt quite daunting but weirdly powerful. The additional legal information, valuing details and page measurements was a surprising fact which put into perspective what kinds of information is important to archiving and information management professions.

Though there is a lot to cataloguing, it was easy to get the hang of and was enjoyable filling in the boxes even though it is repetitive. Reading the different variations of the same story and where MacDougall changed things around was fascinating to see, and the additional items of notes and correspondence to and from other authors was a very entertaining read. This experience working with the MIMSY system was a great insight into how important and intensive the work of a librarian is.

As well as working with cataloguing the specific Carl MacDougall collection, during the initial visit and first date of placement, we delved into the history of the building, including the layout and its facilities. We learned that with the acquisition of the newer St Andrew’s halls building, the library expanded into Granville street whilst retaining the older and original facade. The front entrance branches off into a collection room housing the likes of Robert Burns’ works as well as connecting directly into the newer building and the more modern day community library at the back of the building. There also stands the ‘lady of literature’ present on the dome of the original building’s front and looking out onto the road beyond which draws attention to the library in its stature and brilliant oxidised copper hue.

Beyond the structures which form most of the library’s main available facilities, there is ongoing interest in preserving the building as it stands for the future. We had a chance to view some of the original features of the building, namely the main reading room. This however, though preserved in its original state, faces the present challenge of the glass ceiling being structurally unstable and as a result closed to the public. Despite this, many of the other facilities such as the corridors are still accessible and offer a glimpse into the Mitchell’s history.

We were also offered the opportunity to see the preservation of the library’s extensive collection of books, items and art. Though much of the collection is on display, a large number is kept beneath the library in the basements. The secured ‘strong room’ and the ‘rare books cage’ portray a level of care, where several precautions are in place to ensure these rarer acquisitions retain their quality and composition. We learned further that the library not only archives books but relics from the wider community including art, newspapers and artifacts relating to Glasgow. The attention given to the security, cleaning and even something as specific as the lighting’s effects on the condition of the collection shows a clear knowledge as well as care for literature and its history.

The invaluable experience within the field of cataloguing and the wider field of library sciences has been eye-opening to the opportunities that are available. The skills that were developed in cataloguing and the practical application of these skills were an amazing insight into the practice of cataloguing, and the ethics involved in the handling of posthumous material. The guidance and openness to questions was amazing in showing the care that goes into the preservation and maintenance of materials. The variety within the field from the different departments in the library system, from Cataloging, Special Collections (which includes preservation and storage of rare books), to more public facing aspects of Outreach and Public Engagement show the breadth of skills and backgrounds, not just literary, that can and do make their impact within libraries. The diversity behind the scenes of libraries highlight the community values that are embedded in the modern interaction of libraries as a community project that opened our eyes to the absolute necessity of libraries as public institutions, and that they deserve our support, from checking out a book, to the voluntary positions within. Overall, the experience reaffirmed our interests in the field and it was an inspiring project to be able to undertake.