It might look like a quiet afternoon in the UTA Libraries’ Special Collections, but a major transformation is underway behind the scenes.  

With barcodes, acid-free bookmarks and a lot of teamwork, Metadata Librarian Rachel Clark and colleagues are making thousands of rare and archival items easier to find, track and access. The goal is simple: turn hidden history into discoverable resources for researchers everywhere. 

“We’re trying to get all of our materials barcoded,” Clark said. “That means every single item, including books, serials, manuscripts and archival boxes, will eventually have a barcode. That allows us to easily inventory everything and even track what researchers use. Not to loan out, of course, but to gather data and improve access.” 

From Hidden Gems to Findable Treasures 

The project began in fall 2024 with the collections in the archives of Special Collections. Since then, the team has moved into the Garrett Library. As of early August, more than 5,700 books have been barcoded, along with approximately 4,500 collections with finding aids in ArchivesSpace. 

The need driving the project is simple: discovery. 

“People can’t use what they can’t find,” Clark said. “Even if something is physically on the shelf, if it’s not in the Libraries’ catalog or searchable through ArchivesSpace, it’s essentially invisible. That’s a real problem for researchers. We want them to know what we have and where to find it, possibly before they even set foot in the building.” 

Clark added that they hope to continue this barcoding project in Cold Storage, where film negatives are housed, and at the Library Collections Depository after the books and serials are done. 

A Collaborative Lift 

This ambitious undertaking has been powered entirely by in-house support.  

“We’ve had no grant funding for this,” Rachel noted. “It’s all been done by staff from across departments.” 

David Hayden and the entire Stacks Team have been instrumental in sending team members and student workers to Special Collections to assist. Clark says their contributions have been nothing short of transformational. 

“In most places I’ve worked, archives are cut off from the rest of the library,” Clark said. “But here, David’s team offered to help and they’ve been incredible. I never would have dreamed we’d get this much done in such a short amount of time.” 

The Metadata Team, led by Sunday Phillips, has also jumped in to assist with cataloging a longstanding backlog of books and serials.  

“It’s really been an all-hands-on-deck effort,” said Clark. 

A Gentle Touch for Fragile History 

When dealing with rare and aging materials, barcoding requires a delicate approach. Barcodes are not put on historical documents and items. Instead, the team uses acid-free paper strips, essentially long bookmarks, on which they affix the barcode, call number and other information. For archival boxes, the information is attached to the outside of the box. The acid-free envelopes are for highly damaged items, and the barcode and call number are affixed to the outside of envelopes. 

“It’s all about preservation and access,” Clark said. “We want to protect the physical item while ensuring researchers can find and use it.” 

Looking Ahead 

The work is ongoing and expected to continue for at least another year. But momentum is strong and the enthusiasm is contagious. 

“We’ve got a long road ahead,” Clark said. “But with the support we’ve had and the speed we’re moving, I’m confident we’re building something that’s going to make a real difference for researchers, students and our community.” 

So, the next time you find a Special Collections item in the catalog or request something rare for your research, thank the barcode and the dedicated team behind it.