This article was downloaded by: [University of Colorado at Boulder Libraries]On: 22 December 2014, At: 02:10Publisher: RoutledgeInforma Ltd Registered in England and Wales Registered Number: 1072954Registered office: Mortimer House, 37-41 Mortimer Street, London W1T 3JH,UK

Journal of ArchivalOrganizationPublication details, including instructions forauthors and subscription information:http://www.tandfonline.com/loi/wjao20

The Philip S. Hench WalterReed Yellow Fever CollectionDigitization ProjectJoan Echtenkamp Klein MSLS aa Historical Collections and Services, Claude MooreHealth Sciences Library, University of Virginia , USAPublished online: 20 Oct 2008.

To cite this article: Joan Echtenkamp Klein MSLS (2002) The Philip S. Hench WalterReed Yellow Fever Collection Digitization Project, Journal of Archival Organization,1:3, 5-34, DOI: 10.1300/J201v01n03_02

To link to this article: http://dx.doi.org/10.1300/J201v01n03_02

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The Philip S. HenchWalter Reed Yellow Fever Collection

Digitization Project:Two Years and Over 5,000 Documents Later

Joan Echtenkamp Klein

ABSTRACT. The Philip S. Hench Walter Reed Yellow Fever Collec-tion is the cornerstone collection in the Claude Moore Health SciencesLibrary’s Historical Collections at the University of Virginia and, be-yond the walls of the library, is of national significance. This article pro-vides information on the collection and describes the Philip S. HenchWalter Reed Yellow Fever Collection Digitization Project, a digital proj-ect supported by a two-year Institute of Museums and Library Services(IMLS) grant, that contains more than 5,000 documents selected fromthe collection. In addition to providing digital surrogates, the project alsosupplied important metadata to enhance retrieval of those documents byutilizing the Text Encoded Initiative (TEI) and the Encoded ArchivalDescription (EAD). [Article copies available for a fee from The Haworth Doc-ument Delivery Service: 1-800-HAWORTH. E-mail address: <docdelivery@haworthpress.com> Website: <http://www.HaworthPress.com> © 2002 by The Haworth Press,Inc. All rights reserved.]

KEYWORDS. University of Virginia Health Sciences Library, PhilipS. Hench Walter Reed Yellow Fever Collection, digital projects, Insti-tute of Museums and Library Services, IMLS, historical collections,XML

Joan Echtenkamp Klein, MSLS, is Assistant Director, Historical Collections andServices, Claude Moore Health Sciences Library, University of Virginia (E-mail:jre@virginia.edu). She served as Principle Investigator for the Philip S. Hench WalterReed Yellow Fever Collection Digitization Project, funded by the Institute of Museumand Library Services.

This article is a revised version of a paper presented before the Science, Technol-ogy, and Health Care Roundtable Program at the 2002 Annual Meeting of the Societyof American Archivists in Birmingham, AL.

Journal of Archival Organization, Vol. 1(3) 2002http://www.haworthpress.com/store/product.asp?sku=J201

2002 by The Haworth Press, Inc. All rights reserved.10.1300/J201v01n03_02 5

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INTRODUCTION

In 1900, the United States Army Yellow Fever Commission, headedby Walter Reed (Appendix 1), made a dramatic discovery and achieveda great breakthrough in medicine for which Reed was awarded a Con-gressional Gold Medal and elevated to the status of health hero in thepopular press and imagination. At experimental stations just outsideHavana, Major Walter Reed and the other members of the Yellow FeverCommission proved that the Aedes aegypti mosquito was the vector forthe yellow fever virus (Appendix 2). Their work in Cuba destroyed thepopular notion that yellow fever spread by direct contact with infectedpeople or “contaminated” objects and focused the people’s efforts onthe eradication of the Aedes mosquito. The discovery of the vector fortransmission of yellow fever and the immediate implementation oferadication programs had a dramatic effect on the health of both civil-ians and soldiers. Relatively few men were killed in action during thebrief Spanish-American War of 1898. After the Maine explosion, 968American soldiers were killed in actual combat. However, over fivethousand soldiers died of disease. Yellow fever was the most feared ofthe many diseases that swept through the American camps: its mortalityrate was known to reach 85 percent.

Yellow fever had been a scourge that had significant effects on sociallife and local economies in the United States throughout the eighteenthand nineteenth centuries. At the height of the 1793 yellow fever epi-demic in Philadelphia, labor was in short supply, commerce slowed to afraction of its usual pace, and merchants, especially those whose goodswere perishable, suffered heavy losses. This combination of factors ac-celerated the city’s decline and loss of place to New York City as thekey port of the United States. Between 1817 and 1900, yellow fever hadstruck nearly every summer in cities on the southeastern and Gulfcoasts. New Orleans was yellow fever’s favorite American target. TheNew Orleans epidemic of 1853 killed nine-thousand people. After cityauthorities incorporated the Reed team’s discoveries, New Orleans suf-fered only one yellow fever epidemic–the epidemic of 1905, the lastoutbreak of yellow fever in the United States. The control of Aedes andthe subsequent elimination of yellow fever in America saved innumera-ble lives and millions of dollars in commercial losses.

Philip S. Hench (Appendix 3) spent over fifteen years accumulatingthousands of documents, photographs, miscellaneous printed materials,and artifacts to decipher the actual events involved in the U.S. ArmyYellow Fever Commission work in Cuba at the turn of the 20th century.

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He eventually intended to write a book about Walter Reed, an 1869graduate of the University of Virginia School of Medicine, and the con-quest of yellow fever that would resolve conflicting memories and con-troversy surrounding the Commission’s work. This collection demonstratesthe extremes to which Hench went to discover the true story–the exact“who, what, when, where, and why” of it, and the persistence that hemaintained in discovering that truth. While accumulating these materi-als, he was instrumental in memorializing Walter Reed and the YellowFever Commission–whose other members were James Carroll, AristidesAgramonte, and Jesse Lazear–in both Cuba and the United States; heparticipated in Cuban-American affairs; he widely shared medical opin-ion; he served in the Army as a Colonel during World War II; and, hewon a Nobel Prize for his work with cortisone. He never wrote the in-tended book.

What these documents tell us is a story much larger than the bookHench would have written. As we examine the record of his tireless in-quiry, we become privy to the sensitive personal and professional moti-vations behind scientific research, memoir, and cultural drama. Thecollection records the stories of many individuals–their thoughts andfeelings, daily labors, controversies, professional activities, culturalperspectives, and personal relationships that are too seldom written intohistoric text.

In the fall of 1999 members of the Project Team and other staff mem-bers of the Claude Moore Health Sciences Library at the University ofVirginia were delighted to learn that our proposal for an Institute forMuseums and Library Services (IMLS) National Leadership Grant inthe area of Digitization and Preservation had been selected for full fund-ing. Not only had our proposal received funding at the highest levelsawarded by IMLS at that time ($250,000), it had also been selected asthe best submission in the Digitization and Preservation National Lead-ership Grant category and IMLS mounted it on their Web site as a na-tional model.

At the close of the IMLS two-year funding cycle for our project, wesuccessfully met our overall project goals: to digitize and make avail-able via the World Wide Web a large selected portion of the extensivePhilip S. Hench Walter Reed Yellow Fever Collection and to provide amodel for the integration of state-of-the-art, standards-compliant infor-mation technology and scholarly resources, to make unique library ma-terials more widely available. We not only met our stated goals, weexceeded them. Our final report, which is mounted on the IMLS Website, provides a detailed view of the route we took on our journey and

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justification on why we did what we did in some cases. The report high-lights the twists, turns, and detours we encountered along the way.

We selected, digitized, transcribed, and analyzed 5,500 handwritten,typewritten, and printed documents. We also selected and digitizedover 300 photographs and artifacts (Appendix 4, 5). In the interest ofmaking the primary materials searchable in as many ways as possible(providing numerous pathways into the material was always a top prior-ity), we chose to mark-up the materials using XML (eXtensible MarkupLanguage) with TEI (Text Encoded Initiative) attributes. We wereamong the first to mark-up this amount of primary material usingXML–another project accomplishment. We opted to use XML becauseits emphasis on metadata presented opportunities to create richer appli-cations that support enhanced flexibility, augmented searching capabil-ities, and sophisticated presentation of content. XML, which hasquickly become the standard mark-up language, was cutting edge at thetime of our grant application. The decision to go with XML was defi-nitely a good one that did, indeed, help us anticipate the future and, infact, continues to make us ready for whatever comes next. Deciding togo with XML, however, forced us to learn a new language quickly.When we submitted the grant proposal to IMLS, we realized that–inpart because XML was so cutting edge at that time–we were embarkingon a journey with few guideposts. We decided to look on the project as agrand adventure. For the most part we were able to keep our equanimitythroughout the two years of the project. We even survived the departureof two key Project Team members soon after funding was received: theLibrary’s Head of Technology Systems and the Library’s Webmaster.

To address the issue of providing as many ways of accessing the ma-terial as possible we created a two-part Web site. “The Collection,”(Appendix 6) which is a searchable World Wide Web database, incor-porates a digital image for each page, side by side with a correspondingtranscription; researchers may follow along and compare line by lineshould they desire. A summary for each document is also provided (Ap-pendix 7). We believe, and our belief is sanctioned by no less an author-ity than David Seaman–former Director of the University of Virginia’sElectronic Text Center, currently Director of the Digital Library Feder-ation, and worldwide guru of electronic texts initiatives, who workedclosely with us on the project–that the corresponding “CollectionGuide” may be the largest Encoded Archival Description (EAD) guidein the world (Appendix 8).

We also created a corresponding exhibition referred to as “TheStory” (Appendix 9), which is an exhibition of photographs and text

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providing background on, and context for, the key characters and eventsoccurring in the papers contained in the Collection. These two parts ofour Web site, “The Collection” and “The Story,” were seamlesslyjoined for easy access to both the primary material in the Collection it-self and our background material. We wished to provide something foreveryone–from the most casual visitor to the most committed re-searcher.

Our original grant proposal to IMLS had promised to construct theonline finished product to enable researchers to tailor their searchesand approach the digitized materials to best suit their personal inter-ests and needs. We were obviously committed to doing this from theinception of the project, but we made some seismic changes from pro-posal to implementation in the interest of enhanced searching capabil-ities. Even though it meant we would spend a great deal more time oneach item selected for inclusion in the project, with no commensurate,additional time permitted in the two-year funding cycle, we made thedecision to make every one of those documents the very best it couldbe. We wrote a short abstract for each item to help the researcher get aclear idea of the content before opening the document; we were essen-tially providing a sound bite for each document (Appendix 10). Thatsounds like a simple, perhaps fairly obvious task, but consider that ourproject staff wrote 5,500 abstracts, which were then edited to be con-sistent in structure and tone.

We also made the decision to create a controlled vocabulary of sub-ject headings, or search terms, and include these in the metadata foreach document. Creating a controlled vocabulary was an idea that hadnot been included in our original conception of, and proposal for, thisproject. Other projects we knew of had decided that such an undertak-ing was too labor intensive and time consuming, but we opted into,rather than out of, the idea because of the value-added aspect for theresearcher. We decided to create a very limited set of subject terms ordescriptors and then assign at least one, but often more than one, ofthese terms to each document (Appendix 11). The extensive HenchCollection contains a wealth of information to support research inmany areas of historical inquiry, including but not limited to: the his-tory of medicine and science; social history; and biomedical ethics.“Informed consent” is a hallmark of the Yellow Fever Commissionand the members of the Commission, who also agreed to experimenton themselves, are considered the first advocates of informed consentbecause of their conscientious approach to human experimentation.Other strengths of the collection relate to military history; biographi-

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cal information on the principle players in an astonishingly successfulpublic health investigation and campaign; tropical medicine; and thehistory of family and interpersonal relationships in the nineteenth cen-tury. The Collection contains wonderful letters Reed wrote when hewas courting his future wife, as well as all those he wrote to her duringtheir years of marriage. The twenty subject terms agreed upon by theproject team reflect these areas of inquiry. The documents are alsosearchable through a variety of other options including date, series,and of course, full text (Appendix 12).

Another major component of this project that was not in our initialproject proposal is a “Who’s Who Name Reference” (Appendix 13).We felt that this addition to the Web site would be of great value to re-searchers and the general public. This massive names authority list,generated from the documents in the Hench Collection, contains ap-proximately 2,500 names, of which only a small percent were found inthe Library of Congress authority file. We believe “Who’s Who” is agold mine for researchers. The names are linked to other relevant Websites whenever possible. A “Places” site was also constructed, whichcontains approximately 200 place names, also linked to related Websites if available. We also have a “Related Sites” option on the Web site,which links to the many Web sites we found useful in searching for in-formation on people, places, events, dates, general background particu-lars, and related collections or papers (Appendix 14).

One of the unique challenges of this particular project was also one ofthe project’s greatest strengths. The Philip S. Hench Walter Reed Yel-low Fever Collection contains a wealth of personal correspondence:much of it is handwritten; many items are from the 19th century; and thedocuments are written in quite a number of different hands. The goalwas to digitize, transcribe, and mark-up this abundance of primary re-source materials. This was a huge undertaking in so many ways, but wegot it done with the great help of people imbued with “all Reed, all thetime” fervor–perhaps I should say fever!–which drove the project to-wards completion.

The people who worked on this project became intimately ac-quainted with the key players in the yellow fever story. Staff membersmourned the passing of people who first died perhaps 100 years ago, butwho still lived vividly in the collective imagination of project staff. AndI do not use the term “mourned” lightly; quite literally, project staffmembers shed tears when Jesse Lazear–so young, so full of prom-ise–died from yellow fever, and again when Henry Rose Carter, a dis-tinguished scientist and sanitarian, and a favorite among project staff,

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died of heart disease at a much older age than Jesse attained, but still tooearly it seemed (Appendix 15, 16). Project staff suffered with the volun-teers who undertook the hazardous duty involved in using humans forexperiments designed to prove how yellow fever was transmitted. Thevolunteers we suffered with the most were not those in the mosquitosheds waiting for a mosquito to bite them, even though we knew–andthey had yet to learn–that mosquitoes DO transmit yellow fever; rather,our hearts went out to those volunteers who were in the non-mosquitosheds. Those volunteers were vital in proving that yellow fever was nottransmitted through contaminated clothing or bedding, as was the prev-alent belief. The men in the non-mosquito sheds slept in the clothingand on the bedding of yellow fever victims. Yellow fever is a particu-larly loathsome disease and the clothing and bedding were drenched inblack vomit, blood, and feces; to make it even more abhorrent, the shedshad stoves that were kept stoked, increasing the interior temperature towell above the already tropical, Cuban heat (Appendix 17-19).

One of the unexpected, but delightful, components of this projectwas working so closely with Innodata, the data conversion vendor weselected for the project. Our working relationship with Innodata staffassigned to our project couldn’t have been more interactive and per-sonal. This is no small matter considering that our Innodata project staffwas based in the Philippines. We communicated with them daily, bothby telephone and e-mail, and everyone involved in the project learned agreat deal more about the cultures of both the Philippines and America.When tanks rolled into Manila we were personally concerned for thesafety of our new colleagues; on 9/11 they shared our shock and disbe-lief and mourned with us. Innodata was the only conversion vendor whowas able and willing to tackle our project; most companies will onlytranscribe and mark-up printed text. We were asking Innodata to take ona huge challenge: to transcribe handwritten, mostly nineteenth centurymaterials, written in many different hands, and then mark them up usingXML. Remember, at the beginning of this project XML was a foreignlanguage to many, including data conversion vendors. There was alsothe language challenge in working with our Innodata project staff in thePhilippines: although all project staff members in the Philippines werecollege graduates, many did not speak English as their first language.So, we edited very carefully when the transcribed, marked-up docu-ments came back to us from the Philippines.

In closing I would like to emphasize that one of the tenets of ourprofession–that the past serves as a foundation for and informs the pres-ent and the future–is absolutely applicable in the case of this particular

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project. What was not known about yellow fever one hundred years agowhen Walter Reed and the Yellow Fever Commission (Appendix 20)undertook their monumental work in Cuba, and the fear that yellow fe-ver engendered in that time period is, without stretching the point, com-parable to what is not known about anthrax or West Nile virus now andthe fear that these diseases invoke in society today.

Walter Reed wrote the following to his wife Emilie on December 31,1900 (Appendix 21):

Only 10 minutes of the old century remain, lovie, dear. Here I havebeen sitting reading that most wonderful book, La Roche on Yel-low Fever, written in 1853. Forty-seven years later it has been per-mitted to me and my assistants to lift the impenetrable veil that hassurrounded the causation of this most dreadful pest of humanityand to put it on a rational and scientific basis. I thank God that thishas been accomplished during the latter days of the old century.May its cure be wrought out in the early days of the new century!The prayer that has been mine for twenty or more years that Imight be permitted in some way or sometime to do something toalleviate human suffering has been answered!

Reed’s own, deeply emotional words echo through the century andspeak directly to the importance of his discovery and its impact on hu-mankind. A visit to the Philip S. Hench Walter Reed Yellow Fever Col-lection Web site will provide researchers and the general public aunique opportunity to learn more about the “who, what, when, where,and why” of it.

RECEIVED: August 26, 2002REVISED: October 1, 2002

ACCEPTED: October 1, 2002

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IX20

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IX21

.Wal

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2014