Accessing Florida's Colonial Heritage Partnership ( LSTA Grant Proposal )
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Title: Accessing Florida's Colonial Heritage Partnership ( LSTA Grant Proposal )
Physical Description: Archival
Language: English
Creator: University of Florida
Caswell, Thomas
Publisher: University of Florida
Place of Publication: Gainesville, FL
Publication Date: 2011
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Source Institution: University of Florida
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System ID: AA00000516:00001

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Florida Department of State, Division of Library and Information Services
LSTA APPLICATION
Application Due: March 15, 2011

LIBRARY / ORGANIZATION NAME University of Florida Libraries/University of Florida
MAILING ADDRESS PO Box 117000, University of Florida, Gainesville, FL 32611-7000
PHONE #352-273-2519 FAX # 352-392-7251
CONTACT PERSON Bess de Farber E-MAIL ADDRESS bdefarber(aufl.edu
FEID OR FLAIRS # 59-6002052
CONTRACTING AGENCY NAME University of Florida
TYPE (check one): 0 Public 0 K-12 x Academic 0 M L C 0 Special 0 State Library

Public Library has implemented an Internet Safety Education Program? X Yes 0 No

CATEGORY (check one)
0 Access for Persons Having Difficulty Using Libraries
x Library Technology Connectivity and Services
PROJECT NAME Accessing Florida's Colonial Heritage Partnership
PROJECT x New 0 Continuing If continuing, specify year:
LSTA FUNDS REQUESTED $111,009

PRIORITY# #2 OF 3 APPLICATIONS SUBMITTED

LIBRARY SERVICE AREA POPULATION 18,537,969 statewide population through University of Florida
Digital Collections, Interlibrary Loan, and Cooperative Extension locations; and geographically in Northeast
Florida (Alachua, Bradford, Clay, Duval, Flagler, Putnam, and St. Johns Counties)

NUMBER OF PERSONS TO BE SERVED BY PROJECT 1,668,556


TARGETED USER GROUP (Check all that apply)
0 Children 0 Youth 0 Adults 0 Older Adults x Mixed
O Other, specify_


Judith C. Russell ' . /e . . 03/14/2011
Typed Name and * ature of Library/Organization Director Date






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries



Accessing Florida's Colonial Heritage Partnership
2011/2012 LSTA Grant Application Narrative

Narrative Introduction:

The University of Florida is located in Gainesville, the county seat and the largest city in
Alachua County. According the US Census Bureau Alachua County's 2009 population estimate
was 243,574 and the total land area in 2000 was 874.25 square miles. Besides the main public
library headquarters there are 9 satellite public library locations, eight of the nine are in the
outlying communities. Alachua County, created in 1894, contains nine municipalities and is
located in the heart of northern central Florida, surrounded by eight other counties. According to
the 2009 North Central Florida Regional Planning Council's Annual Report, the north central
Florida region contains 11 counties, 33 municipalities and covers over 7,000 square miles.
Situated approximately 64 miles due east of Gainesville is St. Augustine, Florida.

As both the largest public and academic library in the state, the University of Florida (UF)
Libraries' collections are located at nine libraries across the Gainesville campus and at many of
the remote Institute of Food & Agricultural Sciences research stations throughout the state. As a
land grant and state funded institution, UF makes every effort to assist the citizens of Florida in
addition to the researchers, staff, and students of the university community. The Libraries house
more than four million books and the UF Digital Collections (UFDC) [http://ufdc.ufl.edu]
contain over 6.5 million pages of historical documents, archival letters, maps, photographs,
museum objects, books, newspapers, and more. In 2010 collections in UFDC received over 11
million item views and have grown to provide statewide stewardship of valuable research
materials.

UFDC has grown quickly, starting in only 2006, to such a large collection of resources through
its effective design as the central hub with many distributed spokes. UFDC is the robust,
centralized hub for accessing all of these digital resources and the UF Digital Library Center
serves as the support team for the central hub. As the central support team, the UF Digital
Library Center staff provide all support for UFDC, set up digital file ingests for materials
digitized externally by vendors and partners, support the self-submission system used by partners
and researchers to directly contribute materials to UFDC, and provide training and support for
dozens of partner institutions which then conduct digitization in their local locations and
contribute materials to UFDC as the central repository for access and preservation. Because of
UFDC's robust infrastructure which supports discrete distribution of tasks and operations, UFDC
is agile and can easily alter scale and processes to accommodate new and different projects. This
allows UFDC to take on many projects at once, provided that components of the work are
properly distributed, as they are for this LSTA project request. Note: Although UF Libraries are
submitting three proposals as applicants and one in partnership with Hernando County Public
Library System (applicant), we are confident that all projects can be successfully completed
during the grant period.

UF Libraries Staff: Fulltime - 260; Part-time - 229; Volunteers - 8






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Registered Borrowers: 70,555 (does not include daily visitors using materials in UF Libraries)

Service outlets: There are 11 service points for the libraries on campus, and library service also is
provided to IFAS Cooperative Extension Offices in each county of Florida (67), which also have
12 Research and Education Centers, and Research and Demonstration Sites.

Governance: The UF Libraries are organized through shared governance - collaborative
participation of administrators and faculty in the decision and policy making process.
The purpose of shared governance is to provide avenues for University improvement and
productivity through the creation of a partnership based upon mutual respect and collaboration.
Administration and the Faculty Assembly work together following the principles of collegiality,
collaboration, transparency, representative participation, and mutual accountability. Bylaws and
Standing Rules provide structure and clarity of roles.

Total Budget FY 10-11 - $36,452,985

Context/Influences -

Since the 1970s, research in St. Augustine has elicited attention from scholars in history,
archaeology, and historic preservation throughout Florida and the United States. Efforts to
protect and promote its historical importance have been ongoing since early in the 20th century.
Practically a neighbor with the nation's oldest city, UF traditionally has played a major role in St.
Augustine-related research, through its 1) Historical Archaeology program, under the direction
of Dr. Kathleen Deagan and the Florida Museum of Natural History; 2) Historic Preservation
program, offered by the UF College of Design, Construction and Planning; and 3) efforts to
collect primary source material on the colonial era, as archived at the P.K. Yonge Library of
Florida History. These enduring connections between UF and St. Augustine now include a new
role as UF assumes, through legislative action [Chapter 267.1735 F.S.1, a trusteeship over state-
owned historic properties in St. Augustine. Included within these properties is a vast archive of
historical research material at Government House which will be overseen by the UF Libraries.
The collection contains primary source material including thousands of archaeological field
reports, historic interpretation notes, architectural sketches, drawings, maps, 35 mm slides, and
photographs related to properties in the historic district dating back to Florida's first Spanish
colonial period (1565-1763). The majority of the material comes from the Historic St. Augustine
Preservation Board (HSAPB) files which were maintained and augmented over the years by each
successive board (until the agency's dissolution in 1997) and housed within the Government
House library.

This proposed grant project establishes for the first time a computer digitization lab at
Government House which will be used with the guidance of a professionally trained, onsite
digital Project Manager to digitize, catalog, and upload documents from the Government House
archives and selected partner archival collections into a freely accessible St. Augustine Digital
Collection.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Specifically, this project will:
* Hire, train, and supervise an onsite Project Manager
* Purchase and configure digitization equipment for use at Government House
* Scan, create metadata, and upload digitized files of key primary source materials related
to St. Augustine's and Florida's colonial history into a freely accessible St. Augustine
Digital Collection
* Partner UF Libraries with key stakeholders in St. Augustine for the digitization,
preservation, and permanent, universal access of these materials
* Provide universal access to unique archival materials found in three geographically
separate repositories
* Teach users how to find and utilize primary source material located in the resulting St.
Augustine Digital Collection

Outcomes Chart: next page.






University of Florida Libraries


LSTA Outcomes Plan
Project Name: Accessing Florida's Colonial Heritage Partnership
Project Summary/Program Purpose:


As a result of state legislative action (Chapter 267.1735 F.S.), the University of Florida recently assumed management responsibilities for certain historic properties located in St. Augustine, Florida. Included within these historic properties is an archive
of historical research material at Government House which will be overseen by the UF Libraries. The collection contains primary source material including archaeological field reports, historic interpretation notes, architectural sketches, drawings,
maps, 35mm slides, and photographs related to properties in the historic district dating back to Florida's first Spanish colonial period (1565-1763). The majority of the material comes from the Historic St. Augustine Preservation Board (HSAPB) files
which were maintained and augmented over the years 1959 to 1997 by each successive board and housed within the Government House library. This proposed grant project establishes a computer digitization lab at Government House which can be
used with the guidance of a trained, onsite digital Project Manager to digitize, catalog, and upload documents from this and selected partner collections into the freely accessible University of Florida Digital Collections (http://ufdc.ufl.edu). Librarians will
then incorporate these materials into curriculum for high school and college students, thus fulfilling the statutory mandate to facilitate "an educational program ... that will be responsive to the state's needs for professionals in historic preservation,
archaeology, cultural resource management, cultural tourism, and museum administration."
INPUTS ACTIVITIES OUTPUTS OUTCOMES EVALUATION INDICATORS SOURCESIMETHODS

UF Libraries Staff: Project Setup and Structure: Archival Materials and Metadata: 1. Public uses technology to access 2,000 users of St. Augustine Digital UF system generated statistics to be
1-Project supervisor/principal 1) Hire, train, and supervise project Archival Materials information (teachers, scholars, Collection webpages by January 30, collected when complete collection is
investigator; 1-architecture collection manager 1) slides (3,240) partners, students, govt. agencies, 2013 available
library; 1-curator/educational outreach 2) Bi-weekly training/mentoring at UF 2) photos and archival pages (3,960) preservationists, authors)
expert; 1-tutorial designer; 1-Digital Libraries for project manager Including: historical research rpts;
Library Ctr (DLC) interim director; 1-DLC 3) Purchase and configure equipment, archeological fieldnotes ephemeral
project supervisor; 1-DLC image quality storage space, and software materials
control expert, 1-public information
officer

Project staff: Archival Materials Web content and design: 2. Public leams to use technology 2a.50 teachers/scholars will learn how to 2a. Survey Monkey survey feedback
Project manager (Library Assoc. 2) 1) Select materials for digitization 1) Three landing pages (teachers, scholars, partners, students) use St. Augustine Digital Collection assessing learning effectiveness
2) Evaluate condition of materials 2) Individual electronic banners for each 2b. 200 UF students will learn how to 2b. Feedback from professors
3) Prepare materials for digitization partner org use St. Augustine Digital Collection evidencing student use of St. Augustine
4) Create metadata/import to tracking 3) Freely downloadable digital files 2c. Two partner staff members at a Digital collection primary resource
system aggregated according to source minimum will learn to scan archival material
5) Scan materials institution materials 2c. Onsite performance evaluation and
6) Archive to external drives/transport to feedback from Project Manager
DLC
7) Upload digital files
8) Perform OCR
9) Archive digital files
Partners: Web content and design: Training/Instruction: 3. Preservation of digital archive 3.7,200 digital files accepted into the 3. Verified receipt of files into DAITSS
1) City of St. Augustine Archaeology 1) Design landing pages for partners 1) Training for partner staff members to materials from three collections DAITSS archive for Preservation archive
Division 2) Upload individual electronic banners scan archival material according to current standards standards
2) St. Augustine Historical Society for each partner org 2) Curriculum for using St. Augustine
3) Flagler College 3) Upload digitized files aggregated Digital Collection
4) City of St. Augustine Dept. of Heritage according to source institution 3) Online tutorial module on how to use
Tourism & Historic Preservation St. Augustine Digital Collection primary
source materials
4) Outreach activities with 250
teachers/scholars/students
5) Online curriculum 15 links exposing
content broadly

Outcomes Plan
Page 4





University of Florida Libraries

INPUTS ACTIVITIES OUTPUTS OUTCOMES EVALUATION INDICATORS SOURCES/METHODS
Archival Materials Training/Instruction: Publicity:
1) slides (3,240) 1) Develop curriculum for using St. 1) FLA presentation
2) photos and archival pages (3,960) Augustine Digital Collection 2) FHS presentation
Including: historical research rpts; 2) Develop online tutorial module on how 3) FL History and SS Teachers
archeological fieldnotes ephemeral to use St. Augustine Digital Collection Conference
materials primary source materials 4) St Augustine Annual Teacher
2) Perform outreach activities with Training Workshop
teachers/scholars 5) Newsreleases, listserv postings,
3) Post online curriculum links publish articles, partnership links


Hardware/Storage/Fumiture: Publicity:
1) Overhead Scanner-Copibook 1) FLA presentation
2) Slide Scanner 2) FHS presentation
3) Bulk Slide Feeder 3) FL History and SS Teachers
4) Universal Power Supply Conference
5) Computer + 2 Monitors 4) St. Augustine Annual Teacher
6) 2 tables, 2 computer chairs Training Workshop
5) Newsreleases, listserv postings,
publish articles, partnership links

Software: Evaluation activity:
1) Adobe Acrobat Professional 10 1) QC of digitzed archival materials and
License for Windows corrections as needed
2) Photoshop Extended CS5 for 2) Evaluate effectiveness of curriculum
Windows through teachers focus group
3) SobekCM for UFDC 3) Survey users of online collections


Outcomes Plan
Page 5





Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Project Need:

Current Environmental Scan -

* The Government House archives in St. Augustine, Florida, have been closed to
researchers since the defunding of the Historic St. Augustine Preservation Board in 1997.
The collection was overseen between 1997 and 2010 by the City of St. Augustine
Department of Heritage Tourism and Historic Preservation with no staffing devoted to
the preservation, conservation, and permanent access of archival materials. Archives
consist of vertical file material, bound reports, photographs, slides and architectural
drawings stored in metal file drawers, stacked Bankers boxes, binders, and non-archival
storage containers. Filing is generally arranged alphabetically or alpha-numerically, if at
all. Some items are stored loosely in storage boxes with no apparent filing scheme.
Conditions and age of materials vary, ranging from deteriorating onion skin typescript
pages from the 1930s, to rolled up architectural drawings on vellum from the 1950s, to
fading 35 mm slides from the 1960s.
* Since the HSAPB closed in 1997, access to the Government House archive materials had
been granted on rare occasion by appointment and with prior approval of the Department
of Heritage Tourism. Use of the archival materials was on an honor system of the
individual researcher to re-shelve items and not remove them from Government House.
Currently, one historic properties manager is funded by the University of Florida to
oversee the maintenance of the facilities in St. Augustine. The Government House
archives have recently been opened to one University of Florida librarian (the project PI)
who must make prior arrangements with the facilities manager for access.
* Primary source material relating to St. Augustine's colonial heritage can be found in
several distinct repositories. Within St. Augustine there is rich source material located at
the St. Augustine Historical Society's research library, in staff file drawers at the City
Archaeologist's office, and at Flagler College's library. At the University of Florida in
Gainesville, there are vast amounts of research material archived at the P.K. Yonge
Library of Florida History. All of these locations are separated geographically, and with
varying degrees of access for the general public.
* There is no digitization lab or digitization staff funded within any of the archival
repositories located in St. Augustine. Staff members at St. Augustine archival repositories
lack knowledge of current, state-of-the-art digitization standards and practice.
* Government House is approximately 64 miles from the University of Florida in
Gainesville.

Accessing Florida's Colonial Heritage Partnership continues 40 years of commitment to
scholarship by UF and its project partners in colonial St. Augustine. Established in 1565, St.
Augustine has long identified itself under the rubric "the oldest city" because of its early
founding date in American history and its remarkable survival as a small community that has
maintained its original colonial grid of streets and blocks. Its story is one of diversity and a
window into the lives of Native Americans, colonists, slaves and free people of color as they
adapted to a region constantly caught in the military conflicts of expanding empires and national
states. As such, St. Augustine has been a research mecca for archaeologists, historians, and other
scholars seeking to understand the complex legacies of the Spanish borderlands and the






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

American Southeast. For half a century, the city has also been a focal point of work in historic
preservation. As Florida moves towards its 500th anniversary (2013) and St. Augustine looks
ahead to the celebration of the 450th anniversary of its founding (2015), researchers need: 1)
broader and easier access to primary resources, regardless of holding repository; and 2) the
ability to contribute to and manipulate content. For the first time, this project brings the study of
St. Augustine's past into the modem research environment.

The resulting St. Augustine Digital Collection will cover a broad range of subjects including
Florida and U.S. history, Spanish colonies, Native Americans, slavery, exploration, architecture
and urban planning, social and economic development, missionary work, military defenses and
warfare. The collection will not only be of primary interest to the 1.6 million residents of the
counties in northeast Florida neighboring historic St. Augustine but it also will satisfy the
statewide research needs of a diverse audience including historians, archaeologists, architects,
urban planners, historic preservationists, geographers, cartographers, ecologists, sociologists, and
genealogists, among many others - all of whom will have remote access to this material at a
click of a button from their personal computer. University of Florida librarians will also
incorporate the materials from the St. Augustine Digital Collection into curriculum for high
school and college students, thus fulfilling Florida's statutory mandate to facilitate "an
educational program ... that will be responsive to the state's needs for professionals in historic
preservation, archaeology, cultural resource management, cultural tourism, and museum
administration." [Chapter 267.1735 F.S.]

The Government House archival collection was developed by archaeologists and historians
during the long tenure of the state agency known originally as the St. Augustine Historical
Restoration and Preservation Commission (1959-1967) and subsequently as the Historic St.
Augustine Preservation Board (HSAPB) (1968-1997). The files were originally collected to
provide historical information to guide HSAPB administrators in the purchase and development
of the colonial properties. Since the closure of this state agency in 1997, and in the absence of a
librarian or archivist, these resources have for many years been closed to most researchers. As
the majority of the Government House files are primary source materials, University of Florida
Libraries' digitization of these materials will bring universal access to thousands of pages of data
and images that heretofore have been accessible only to persons officially working in or visiting
Government House. The delicate nature of some of these materials due to age or physical format
(e.g., color slides or original architectural drawings on vellum) also makes the need for
digitization critical.

From the St. Augustine Historical Society, the project will digitize selected materials related to
St. Augustine's British and Second Spanish colonial periods (1763 to 1821). Of particular
interest is the Alvarez city ledger - an oversized book which traces property ownership in the
city of St. Augustine from 1763 to 1821. Notations in this ledger are, in some instances, the only
record of property ownership during that time. Additionally, this project will digitize over 200
slides taken in the 1950s by well-known Florida historian Albert Manucy during his Fulbright-
funded trip to Spain to photograph and document vernacular Spanish colonial architecture. These
slide images were instrumental in the HSAPB's interpretation and recreation of several of the
historic properties which are now managed by the University of Florida. This digitization project
will also target a number of the Patriot War Papers Collection which is composed of claims for






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

damages caused by U.S. troops during the Patriot War in Spanish East Florida (1812-1814). The
collection offers historical insight into material culture, economic conditions, and general
descriptions of life in Florida at that time. This will address frequent requests from K-12 teachers
and researchers working on colonial history in Florida and America and enable access to key
primary source documents.

A third major contribution to the project comes from the City of St. Augustine Archaeology
Program. It focuses on materials from excavations conducted over the past 20 years by city
archaeologist, Carl Halbirt. Project staff will select and develop sets of documents and images
from selected major excavations, documenting in-ground features, such as building foundations,
roads and bridges, defense lines, wells, trash dumps, animal burials, etc. Each of the selected
sites will be represented online by a summary of its history and documented by maps and digital
images from the excavations (approximately 20 page images per site). These resources from the
City Archaeology Program will provide comparative data for archaeologists working at other
colonial and urban sites, will facilitate the teaching of archaeology, and will supplement the
virtual archive of Spanish colonial artifacts which has been created by the Florida Museum of
Natural History.

The St. Augustine Digital Collection will fulfill frequently-made requests from researchers
working on St. Augustine, in particular for access to key historical documents, access to maps,
and to basic data from archaeology and historic preservation activities. This easy-to-use digital
collection will be a primary resource for scholars and students in colonial and urban history,
geography, historic cartography, cultural heritage and museum studies. For the first time, this
project will unify disparate resources, held in multiple repositories and largely inaccessible to
researchers. Also important, the establishment of a digitization lab will be a first of its kind not
only for Government House but for all of the institutional partners in St. Augustine, as no other
local institution has access to a high-end computer workstation equipped to handle large-format,
archival items and high speed slide scanning. The onsite Project Manager will serve as primary
liaison with the partners who will loan objects for scanning at Government House. All partner
images will be transmitted to UF via portable external drives. These images will be added to St.
Augustine Digital Collection with individual banners and landing pages for each of the
contributing partners. The St. Augustine Historical Society, City of St. Augustine Archaeology
Division, Flagler College, and City of St. Augustine Department of Heritage Tourism and
Historic Preservation will all benefit from the professional guidance and digitization standards
that the University of Florida Libraries can provide with the founding of this satellite digitization
center and the training opportunities afforded by an onsite digitization Project Manager.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Inventory of the Government House archives (estimated):


Media PTotal # Items Date Creator Description Notes
Description (estimate) range

Paper Varying sizes 13,000+ 1950s- HSAPB; Historical research reports;
(4" x 6" to documents/reports 1990s others archaeological field notes;
24" x 36"); historic interpretation notes;
Some in architectural sketches;
Binders; drawings; archaeological field
Some stapled; reports; all related to
in file drawers properties in the St. Augustine
and Bankers historic district and
boxes surrounding areas
Photos Color and 3,000+ photos 1930s- HSAPB Photographs related to
B&W; 1990s properties in the St. Augustine
Varying sizes historic district and
(2" x 3" to 8" surrounding areas
x 10");
Binders;
photomounts;
loose photos
Slides Color and 10,000+ slides 1960s- HSAPB Slides related to properties in
B&W; 1970s the St. Augustine historic
Binders; district and surrounding areas
hanging files;
loose slides

Project Goals -

1) For the first time, a computer digitization lab with an onsite Project Manager devoted to
the digital preservation of key Florida colonial history research material will be
established at historic Government House in St. Augustine.
2) The 7,200 digital objects targeted for the St. Augustine Digital Collection will be derived
from the scanning of original source documents which are in the public domain or owned
by partner repositories which have reproduction rights. Selected materials will come from
the following archives:
a. Government House - 3,000 archival pages of historical research reports,
archaeological field notes, historic interpretation notes, architectural sketches,
drawings, photographs, and archaeological field reports, plus 3,000 slides;
prioritized according to properties presently under the management of the
University of Florida and located in the St. Augustine historic district
b. St. Augustine Historical Society - 500 archival pages and 240 slides related to St.
Augustine's British and Second Spanish colonial periods (1763 to 1821)






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

c. City of St. Augustine Archaeology Division - 460 archival pages of site
summaries and photographs for major excavations conducted in the St. Augustine
historic district over the past 20 years
3) Key personnel at partner institutions contributing archival material for this project will
get hands-on experience in the scanning of archival materials using the latest in
digitization equipment and standards. Valuable knowledge, skills, and abilities related to
digitization projects and techniques will be gained by targeted staff members at the St.
Augustine Historical Society and the City of St. Augustine Archaeology Division.
4) At least 250 teachers, researchers, and students will learn how to use the St. Augustine
Digital Collection.
5) Researchers worldwide will be granted universal access to unique archival materials
found in three geographically separate repositories devoted to St. Augustine's and
Florida's colonial history.

Project Inputs:

List of Key Personnel Qualifications, Roles -

Thomas Caswell, Principal Investigator, Associate University Librarian, holds a Master of
Information and Library Sciences, University of South Florida; BA Art History, UF. Caswell's
position in the UF's Architecture and Fine Arts Library provides reference and instructional
assistance in art, architecture, and related disciplines and serves as subject specialist and
collection manager in the areas of art, art history, historic preservation, and museum studies. As
a member of the Association of College and Research Libraries' Arts Section (ACRL/Arts) and
the Art Libraries Society of North America (ARLIS/NA), he has chaired several committees and
planned various conference programs related to.reference services and arts information
professionals. He was PI for a UF Libraries internal grant to digitize Government House vertical
file material which forms the core of the UF Digital Collection Historic St. Augustine. Current
research interests and publications concern providing specialized reference in design-related
disciplines and developing core competency standards in the use and access of visual-based
information. Project role: As collection curator and PI, Caswell will oversee evaluation and
selection of materials; assist in the indexing and organizing of materials, including the provision
of metadata to help in searching and linking content; create contextual narrative for historic
preservation, museum studies and design-related content; and help develop and review site
functionality to make it useful for conducting research.

Shelley Arlen, Associate University Librarian, has worked in multiple capacities, including
library management, in research libraries at the University of Oklahoma and the University of
Florida for over 35 years. She is now U.S. and British History Librarian in the Humanities &
Social Sciences Department, University of Florida Libraries. With degrees in Library Science,
Anthropology, and English, she is currently creating online digital tutorials to help
undergraduates learn the difference between primary and secondary sources as students begin
their research projects. Project role: Arlen will be responsible for creation of an online video
tutorial for users of digitized primary source material from the St. Augustine Digital Collection;
she will participate in instruction sessions for UF students and the subsequent evaluation of the
tutorial's effectiveness.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

James Clifton, Main Imaging Queue Coordinator, holds a BA in anthropology at the University
of Florida. He began working for the Smathers Libraries in 1993 as a part-time microfilm camera
operator in the Preservation Department, and went full- time in 1996. He moved to the Text Unit
in the Digital Library Center in 2003, later spent three years as a computer programmer with the
Florida Center for Library Automation, and returned to Smathers back in the DLC in 2010, this
time in the Imaging Unit. He develops and supervises workflows and automating processes.
Project role: Clifton's role is to ingest the vended materials into the University of Florida
Digital Collections and archive the materials to the Florida Digital Archive at the Florida Center
Library Automation. Clifton will also provide training to the Project Manager on proper
procedures and best practices.

John Freund is the Book and Paper Conservator and Head of the Preservation Department's
Conservation Unit where he is responsible for the repair and maintenance of the circulating
library collections and restoration and repair of Special Collections materials. He previously
worked at Stanford University, the Sutro Library in San Francisco and San Anselmo Theological
Seminary Library. He taught book restoration and repair at San Francisco State University. He
has built a full service conservation lab at UF. He treats modem and rare books, maps,
manuscripts, photographs and objects. Project role: Freund will examine and apply treatments
to original objects from Government House that need conservation or repair as they are identified
by the Project Manager. He will relax or flatten items as needed, unfold comers, and mend tears
interfering with handling and imaging. He will note special handling requirements and deliver
the objects back to the Project Manager for imaging. Freund will be available for consultation
throughout the imaging process.

Michael Gallen (MS in Library Science, Drexel University; BA in German, Villanova
University) is director of library services at Flagler College. He is responsible both for the
college library, which supports the curricula and research requirements of the college, and for the
college archives, which in the case of Flagler College includes both college specific material and
material on Henry Flagler's Hotel Ponce de Leon, a National Historic Landmark. Previously he
served as manager of the unclassified library and also of the classified document library at U.S.
Central Intelligence Agency Headquarters. Project role: Partner for digitization of important
primary sources.

Carl D. Halbirt (MPA, University of North Florida, MA Northern Arizona University, BA
University of Arizona) is City Archaeologist for St. Augustine--a position held since 1990. He
directs the City's Archaeology Program as specified in the Archaeological Preservation
Ordinance by conducting archaeological investigations at properties slated for development,
analyzing all artifacts collected, and preparing project reports. These endeavors have been
facilitated by the implementation of a volunteer program that trains community residents in data
recovery and analysis. Halbirt is a member of the Register of Professional Archaeologists (RPA)
and has served as president and board member of the St. Augustine Historical Society. He is a
research associate with the Historic St. Augustine Research Institute and the St. Augustine
Historical Society. He has received various citations included the Ripley P. Bullen Award in
2008 and presented the Julian Prescott Memorial Lectureship to the Florida Historical Society in
2010. Project role: Partner for digitization of important primary sources.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Barbara Hood is the Senior Information Specialist for the libraries where she generates and
coordinates public relations efforts on behalf of the libraries as a whole and individual programs,
events and initiatives. She works closely with the library administration, faculty and staff, UF
News Bureau and UF Foundation, Inc. to disseminate information and promote the libraries to
the academic, library and general public communities at the local, state and national levels. She
describes library projects, especially those receiving external support, in news articles and with
the university's News Bureau to assist in releasing the information to the media. Hood also
organizes programs and grasps opportunities for developing library education and social events
in conjunction with specific development efforts, educational campaigns or academic events. She
earned her BA in visual arts from the University of South Florida. Project role: Hood will
promote the project to the appropriate media outlets, both internal and external to the University
of Florida

John R. Nemmers, Descriptive and Technical Services Archivist, holds a Master of Library
Science, Florida State University. In this position since 2003, he is responsible for all
arrangement and description activities, including processing archival collections and authoring
Encoded Archival Description (EAD) collection guides and Machine Readible Cataloging
Record (MARC) catalog records. He assists the Architecture Archives collection curator with
activities relating to collection development, processing, fundraising and grants, and outreach
activities. He also manages historical collections pertaining to Florida politics, landscape design,
and environmental history and science. He currently leads a multi-year National Historical
Publications and Records Commission (NHPRC)-funded project to digitize historical Everglades
collections, and is PI for a current National Endowment for the Humanities (NEH) funded
project to provide statewide archival training. Since 2005, he has served as Steering Committee
chair for Opening Archives in Florida, a grant-funded training program to provide free or
inexpensive archival education in the state. He served as President for the Society of Florida
Archivists in 2009-2010. Project role: As Descriptive and Technical Services Archivist,
Nemmers will assist in the indexing and organizing of materials, including the provision of
descriptive metadata to help in searching and linking content, and help develop and review site
functionality to make it useful for conducting research.

Susan Richbourg Parker (Ph.D., MA in colonial history, UF; BA in Spanish, Florida State
University) is executive director of the St. Augustine Historical Society and adjunct professor in
historic preservation at UF. She has taught graduate and undergraduate courses at UF, University
of South Florida and University of North Florida in Florida history, Spanish Borderlands, U.S.
survey courses, historic preservation. She is a Research Associate with the UF-Flagler College
Historic St. Augustine Research Institute. Her work appears in several books published by
University of Florida Press and historical journals. Her research focuses on the social history of
the early southeast with particular focus on material culture and social relations among the three
races that inhabited the region, using information from original Spanish documents written in the
15th through the 18th centuries. Project role: Partner for digitization of important primary
sources.

Cynthia L. Peterson, Architecture Archives Curator for Special and Area Studies Collections, is
a certified archivist, records consultant, and specialist in architectural records preservation and
management. She graduated from Simmons College, Boston, with a Masters in Library and






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Information Science with an Archives Management concentration. She has been a consulting
archivist throughout Florida working with design professionals, historical societies, and private
foundations in the preservation and management of their design collections. Peterson is a
member of the Society of American Architects, Society of Florida Architects, Sarasota
Architectural Foundation, and serves on the Florida state board of DOCOMOMO, the
international organization dedicated to the documentation and conservation of buildings, sites,
and neighborhoods of the modem movement. She is also a contributing columnist to the
Florida/Caribbean Architect magazine. Project role: As Curator for the Architecture Archives,
Peterson will evaluate and select materials; assist in the arrangement and description of
materials; create contextual narrative for documentary content; help develop and review site
functionality to make it useful for conducting research; and promote the project to a diverse
audience.

Randall Renner, Project Manager for Operations & Digital Projects holds an MFA in Creative
Photography, UF. Before coming to the Digital Library Center in 2002, Renner taught college
level courses on computer art and montage, mixed media studio classes, black and white
photography, training seminars on various computer applications, and worked as a photographer,
photographing rare books, artwork, and 3-D models, in a studio environment and on location.
His experience in photography spans the entire process, from image capturing via digital or
analog methods to the printing and display of the captured images. Renner is an imaging expert
for two and three dimensional objects. He supervises all of the production units in the DLC
including copy control/ingest; main, newspaper, and large format imaging; A/V digitization;
quality control; text processing and archiving, to ensure quality control of all production in
regards to preservation and presentation. Project role: Renner supervises all image capture and
production units. He will hire, train, and supervise the Project Manager on new equipment and
will provide technical expertise on functional operations, providing production support and
ensuring project success.

Dana Ste. Claire is Director of the City of St. Augustine's Department of Heritage Tourism and
Historic Preservation. He is the former National Director of Museums for Historic Tours of
America, Inc. where he designed and developed museums, historic attractions, history-themed
destinations, themed retail stores and interpretive programs across the country. He consults as a
heritage tourism specialist internationally. Ste. Claire holds BA and MA degrees from the
University of South Florida in archaeology and cultural resource management and is a former
museum director and college instructor. Ste. Claire is immediate past Chair of the St. Johns
County Tourist Development Council and the City of St. Augustine Historic Architectural
Review Board. He is a member of the Florida Folklife Council, appointed by the Secretary of
State, and is a former member of several state and national boards, including the Florida Historic
Preservation Advisory Board, the Florida Heritage Tourism Council, and the Florida Trust for
Historic Preservation. Ste. Claire is a former feature columnist with the Orlando Sentinel (1989-
1999), a PBS television host (Florida Crackerbarrel), and has authored three books, including
Cracker: The Cracker Culture in Florida History and Borders of Paradise (both University
Press of Florida publications). Project role: Partner for digitization of important primary
sources.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Laurie Taylor, PhD in English and Digital Humanities, Interim Director of UF Libraries' Digital
Library Center. Taylor has served on a review panel for the Digital Humanities Start-up grants for
the NEH. Her current projects include continued development of the UF Digital Collections
(UFDC), including existing projects and initiating discussions for potential new projects and
partners. She is the technical director for the Digital Library of the Caribbean, technical director
for the Florida Digital Newspaper Library, and co-PI for America's Swamp: the Historical
Everglades, a project to digitize six archival collections. Her current research explores methods to
digitally represent and contextualize archival materials, as well as other issues related to digital
collections from cultural heritage institutions. She has published refereed articles on collaborative
international digital libraries, digital media, library and information science, open access, and
literature; and she co-edited a collection on digital representations of history and memory, Playing
the Past: Video Games, History, and Memory. Project role: Taylor will provide management
oversight for the digitization portion of this project and monitors the workflow between digitization
units, including tracking production schedules, facilitating communication and trouble-shooting
between units. She will be responsible, in conjunction with Digital Library Center staff, for the
archiving of the TIFF masters with the Florida Center for Library Automation.

Partnerships, Roles -

The St. Augustine Historical Society will:
* Provide a minimum of 500 archival pages or photographs and 240 slides related to
Florida's colonial heritage that will be loaned temporarily for scanning at the Government
House digitization lab and uploaded into the St. Augustine Digital Collection.
* Review the resulting St. Augustine Digital Collection as it is being developed and
provide feedback.
* Promote the St. Augustine Digital Collection to local users by referring researchers and
patrons to the website.
* Increase web presence and usage of the St. Augustine Digital Collection by providing a
referring link on the St. Augustine Historical Society website.

The City of St. Augustine Archaeology Division will:
* Provide a minimum of 460 archival pages or photographs related to Florida's colonial
heritage that will be loaned temporarily for scanning at the Government House
digitization lab and uploaded into the St. Augustine Digital Collection.
* Review the resulting St. Augustine Digital Collection as it is being developed and
provide feedback.
* Promote the St. Augustine Digital Collection to local users by referring researchers and
patrons to the website.
* Increase web presence and usage of the St. Augustine Digital Collection by providing a
referring link on the Archaeology Division website.

The City of St. Augustine Department of Heritage Tourism and Historic Preservation will:
* Review the resulting St. Augustine Digital Collection as it is being developed and
provide feedback.
* Promote the St. Augustine Digital Collection to local users by referring researchers and
patrons to the website.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

* Increase web presence and usage of the St. Augustine Digital Collection by providing a
referring link on the Department of Heritage Tourism and Historic Preservation Division
website.

Flagler College will:
* Review the resulting St. Augustine Digital Collection as it is being developed and
provide feedback.
* Promote the St. Augustine Digital Collection to local users by referring researchers and
patrons to the website.
* Increase web presence and usage of the St. Augustine Digital Collection by providing a
referring link on the Flagler College website.

Action Plan:

The majority of the project year for which this grant is requesting funds (October 2011 -
September 2012) will involve selection and digitization of primary source material from
Government House and Partner collections. Most of these activities will occur simultaneously
throughout the project. Initial planning, hiring and training of an onsite Project Manager will
occur in the first two months, while deployment and dissemination of the resulting St. Augustine
Digital Collection will occur in the last five months.

When What Who
Oct 2011 Order/receive equipment Caswell
Setup and test equipment IT/Renner/Clifton
Oct-Nov Recruit/hire/train onsite Project Manager (1.0 FTE) Caswell/Nemmers/
2011 Renner/Clifton
Oct 2011- Ongoing training/mentoring for Project Manager Caswell/Renner/
Sep 2012 Clifton/Taylor
Dec 2011- Select and Prepare documents for digitization from Project Manager/Caswell/
Aug 2012 Government House and Partner collections: Partners
* Evaluate condition of materials Project Manager/Caswell
* Prepare materials for digitization Project Manager/Caswell/
* Create metadata and import to tracking system Nemmers/Renner/
Clifton/Taylor
Dec 2011- Scan materials at Government House digitization lab PM and Partners
Aug 2012 Archive to external drives and transport drives to UF
for uploading to St. Augustine Digital Collection
Dec 2011- Upload digital files (7,200 of items) Renner/Clifton/Taylor
Aug 2012 Perform OCR processes
Load digital files to St. Augustine Digital Collection
and partner collections
Archive digital files to UFDC and Florida Digital
Archive (FDA)
April/May Develop curriculum for using St. Augustine Digital Caswell/Peterson/
2012 Collection Nemmers/Arlen






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries


May - Sep Promote St. Augustine Digital Collection: Caswell/Peterson/
2012 * FLA presentation Nemmers/Arlen/Hood/
* FL Historical Society Partners
* FL History and SS Teachers Conference
* St. Augustine Annual Teacher Training Workshop
* News releases, list-serve postings, published
articles, partnership links

Standard Practices for Dirtization Projects -

Regardless of scanning location, materials are identified and gathered. Their physical condition
is assessed and fold outs, spreads, damaged pages, etc. are noted. A quality control step is
undertaken and the completeness of each volume/issue is confirmed at the page level.
Bibliographic records for the materials are examined for accuracy and upgraded as needed.
Necessary metadata is pulled from the bibliographic records and placed into a spreadsheet. Some
of the fields included are: Title (MARC 245), Author/Agency (MARC 100/700 or 110/ 710),
Publisher, Dates, and Subject Headings.

The materials are scanned at the Government House digitization lab, while a copy of the
metadata spreadsheet is forwarded electronically. Upon completion of scanning, links to the
electronic files are returned to the Project Manager. A page level post scanning quality control
step is carried out, confirming the accuracy and quality of the scan. Upon verification, the
electronic files are ingested by the DLC and the physical materials are returned to the appropriate
location or partner institution and re-shelved.

The basic specifications for digitization projects are that archival documents scanned by the
Government House Project Manager will be available in these formats:
a. Color images in JPEG2000 format
b. OCR in 2 XML formats: ABBYY and DJVU formats. ABBYY 8.0 is used, with its
quality. As new versions and alternative vendors become available, a review will be
coordinated between NLOS and the Library before implementation. OCR XML character
format is UTF-8.
c. XML for metadata from MARC.
d. XML for operational metadata collected during scanning.
e. Searchable PDF.
f. XML structural metadata for monographs include page numbers when apparent on the
pages that is checked by the scanner operator.

Metadata -

Once objects are received by the DLC, Metadata Encoding and Transmission Standard (METS)
metadata will be created in the UF Digital Collections' system (SobekCM), and enhanced both
automatically and manually as objects move through the workflow. The UF Digital Collections'
system (SobekCM) assigns a unique Bibliographic Identifier (BibID) to each title-object
processed, and that BibID is used to track the item (see UF Metadata Information) and contains






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

the issue-objects which are assigned a unique Volume Identifier (VID). This title and issue level
metadata allows for proper serial hierarchy, allowing users to search and browse within a
particular title and by date and issue. The METS files include technical and structural data about
each image, as well as descriptive and administrative information. Any pre-existing metadata
(e.g., from catalog records) will be imported into the UF Digital Collections' system (SobekCM)
before beginning the process of ingesting the vendor digitized files.

Quality Control & Derivative Creation -

After the Government House and partners' digitized files are received, all aspects of image
control and digital package creation will be controlled by the University of Florida Digital
Collections (UFDC) Toolkit, an integrated software package that controls derivative image
formation, quality control review at the package level, and deployment to UFDC servers within
the St. Augustine Digital Collection. DLC staff will derive JPG, JPG2000 and JPG thumbnail
images. JPG2000 files with zoom features are used in the display of large-format items like
architectural drawings. A Quality Control tool displays thumbnails of each image in sequential
order for staff review. Errors will be noted and returned for re-imaging of items. At this point, an
object's METS file will contain basic structural and administrative metadata, as well as any pre-
existing descriptive metadata imported at the start of the process.

Digital Package & Text Processing -

After quality control, the digital package moves to text conversion, mark-up, and METS file
validation. Staff will ensure that all package-level metadata conforms to the national METS, to
local extension schemas, to UFDC requirements, and for long-term digital preservation in the
Florida Digital Archive (FDA). Staff will implement Optical Character Recognition (OCR)
processing to produce searchable text from digital images. The DLC currently uses Prime
Recognition's PrimeOCR software, which bundles six OCR engines from multiple vendors.
PrimeOCR is governed by a voting engine that typically yields 99% accuracy. It includes
automatic image zoning, and can process English, Spanish, and French.

All objects will go through OCR processing. Metadata can be created during imaging, and
project staff and partners will be able to create or revise metadata after the objects are available
online. With final package approval, staff will use the UFDC Toolkit to transfer the package to
the UFDC server for public access and metadata harvesting and send the package to the FDA for
preservation archiving.

Deployment -

Project staff will create a St. Augustine Digital Collection homepage and corresponding partner
landing pages, including all project documentation and resources. Discovery of the St. Augustine
Digital Collection will occur in several ways: 1) A project homepage made available as part of
UFDC; 2) MARC records with linked 856 fields in online catalogs ofUF, WorldCat, etc.; 3)
MARCXML record feed available for download and ingest into any catalog by any institution; 4)
OAI compliant metadata harvested by digital repositories; and 5) complete electronic packages
contributed to partners' online collections.






Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

Discoverability of the digital objects will be enhanced by a variety of search and browse options.
Researchers will be able to conduct keyword and subject searches of all of the archival source
materials for the St. Augustine Digital Collection. Alternatively, they will search each title
individually or combine two or more titles in their search scope. In addition, all digital objects
will be discoverable via the UFDC homepage, so researchers can search them in combination
with all the other digitized materials held by UF and its partner institutions. Because the entirety
of the UF Digital Collections is indexed and searchable through commercial search engines like
Google, all of these resources will also be available through any general web search.

Functionality of the St. Augusine Digital Collection content -

The St. Augustine Digital Collection will be full text searchable to the page level. That is, after
entering a search, the pages on which the search term appears will be displayed in a list, each
page from this list may be separately displayed. Searches may also be conducted by title, while
advanced searching allows even further refinement.

Each St. Augustine Digital Collection page may be displayed as a page image (a static JPG
image), a zoomable image (JPEG2000), and a thumbnail overview showing all of the
corresponding pages for ease of browsing (JPG images). The page or pages may be printed or
downloaded using the "print" button at the top of every page. Each page can easily be linked to
via a permanent URL.

Coawriht -

All original source documents are in the public domain or owned by partner repositories which
have reproduction rights.

Sustainabilitv/UF DiMital Library Center Capacity -

Revealing the research rich collections of the UF, the UF Digital Collections contain over six
million digitized page images since its inception in 2006. UF's existing open access servers have
the necessary memory and storage to support and deliver all of the digital images and metadata
created during the project. As the project continues to grow beyond the grant period, DLC can
easily scale if needed because UF has commodity storage and hosting design, supported through
the Open Systems Group. UF and its partners are committed to providing universal online access
to these unique historical resources and this project will encourage people to explore the earliest
days of one of the oldest cities in North America. This project offers exciting new opportunities
for both the partner institutions and for researchers and expert users far beyond the duration of
the grant. UF is committed to investigating new methods allowing users to control how they
interact with digital resources. Following project completion, users will be able to enhance
discoverability and comprehension of the resources by contributing metadata for objects online,
defining relationships between resources, and manipulating images online. UF and partners will
be able to expand the project by digitizing additional colonial St. Augustine objects. UF has the
technology infrastructure and programming expertise to ensure the long-term sustainability of
the interactive St. Augustine Digital Collection.





Accessing Florida's Colonial Heritage Partnership
University of Florida Libraries

A complete digitization of the Government House archives is expected to take a minimum of
three years. This current proposal is for one year of staff support and equipment. If funded, a
second LSTA funding will be requested to digitize the most important research material using
the existing, previously funded staff and equipment for an additional year. At the end of year
two, it is planned that the University of Florida will assume responsibility for staffing and routine
maintenance of the equipment. The digitization lab equipment itself will remain at Government
House, available for digitizing archival materials for partner institutions in St. Augustine,
Florida, in perpetuity. The materials digitized for this project will be retained in perpetuity in the
UF Digital Collections.








Library/ Organization Name: University of Florida Libraries
Project Name: Accessing Florida's Colonial Heritage Partnership

BUDGET (round all amounts)


SALARIES & BENEFITS
POSITION TITLE
Project Manager(Ubrary Aso 2-TBA)
Aso Univ Ubrarian(Caswell)
Aso Unlv Ubrarlan(Nemmers)
Ast Univ Ubrarian(Taylor)
Aso Univ Ubrarian(ArIen)
Ast/Aso In(Peterson)
Academic Supp Svcs, Crd l(Freund)
Information Specialist, Sr.(Hood)
Ubrary Associate 3(Renner)
Library Associate 2(alfton)
TOTAL SALARIES


F.T.E.
1.000
0.150
0.100
0.050
0.030
0.050
0.020
0.005
0.050
0.080


$ 46,664










$ 46,664


$ 11,895
$ 7,732
$ 3,531
$ 2,153
$ 3,336
$ 1,624
$ 337
$ 3,023
$ 3,988
$ 37,619


CONTRACTUAL SERVICES


TOTAL CONTRACTUAL SERVICES


$ -


$


LIBRARY MATERIALS


SUPPLIES
Software


$ -


TOTAL LIBRARY MATERIALS




TOTAL SUPPLIES


TRAVEL


EQUIPMENT
Slide Scanner
Overhead Scanner-Coplbook
TOTAL EQUIPMENT

OTHER (specify)
Data Space Storage
Bulk Slide Feeder
(2) Universal Power Supply
Computer and (2) Monitors
(2) Computer Tables
(2) Chairs
TOTAL OTHER


TOTAL


$

$ 5,356


$ 1,200
$ 53,600
$ 54,800


$
$ 413
$ 280
$ 996
$ 1,900
$ 600
$ 4,189

$ 111,009


$


$ 243


$


$ 830

+ $ 38,692


: $ 149,701


LiA







Budget Narrative
October 1, 2011 through September 30, 2012


The following represents cost share to be contributed to the Accessing Florida's Colonial
Heritage Partnership project totaling $38,691.

UF Libraries Key Personnel

Thomas Caswell, (15% FTE totals $11,895 in salary and benefits) will serve as Principal
Investigator (PI) for Accessing Florida's Colonial Heritage Partnership. As collection curator and
PI, Caswell will oversee evaluation and selection of materials; assist in the indexing and
organizing of materials, including the provision of metadata to help in searching and linking
content; create contextual narrative for historic preservation, museum studies and design-related
content; and help develop and review site functionality to make it useful for conducting research.

Shelley Arlen, Associate University Librarian, (3% FTE totals $2,153 in salary and
benefits) will work in partnership with Cynthia Peterson Arlen will be responsible for creation
of an online video tutorial for users of digitized primary source material from the St. Augustine
Digital Collection; and she will participate in instruction sessions for UF students and the
subsequent evaluation of the tutorial's effectiveness.

James Clifton, Main Imaging Queue Coordinator, (8% FTE totals $3,988 in salary and
benefits) will ingest materials into the University of Florida Digital Collections and archive the
materials to the Florida Digital Archive at the Florida Center Library Automation. Clifton will
also provide training to the Project Manager on proper procedures and best practices.

John Freund Book and Paper Conservator and Head of the Preservation Department's
Conservation Unit, (2% FTE total $1,624 in salary and benefits) will examine and apply
treatments to original objects from Government House that need conservation or repair as they
are identified by the Project Manager. He will relax or flatten items as needed, unfold comers,
and mend tears interfering with handling and imaging. He will note special handling
requirements and deliver the objects back to the Project Manager for imaging. Freund will be
available for consultation throughout the imaging process.

Barbara Hood, Senior Information Specialist, (.5% FTE totals $337 in salary and benefits)
will be to promote the project to the appropriate media outlets, both internally to University of
Florida constituents and externally to the broader general public.

John Nemmers, Descriptive and Technical Services Archivist, (10% FTE totals $7,732 in
salary and benefits) will assist in the indexing and organizing of materials, including the
provision of descriptive metadata to help in searching and linking content, and help develop and
review site functionality to make it useful for conducting research.

Cynthia Peterson, Curator for the Architecture Archives, (5% FTE totals $3,336 in salary
and benefits) will evaluate and select materials; assist in the arrangement and description of







materials; create contextual narrative for documentary content; help develop and review site
functionality to make it useful for conducting research; and promote the project to a diverse
audience through outreach presentations for students and constituents served by partnering
agencies.

Randall Renner, Project Manager for Operations & Digital Projects, (5% FFE totals
$3,023 in salary and benefits) will supervise all digital production units, provide oversight for
the digitization of workflow between digitization units, track production schedules, and facilitate
communication and trouble-shooting between units.

Laurie Taylor, Interim Director of UF Libraries' Digital Library Center, (5% FFE totals
$3,531 in salary and benefits) will provide oversight of the digital collection online presence
and be responsible, in conjunction with Digital Library Center staff, for the archiving of the TIFF
masters with the Florida Center for Library Automation.

Software: Adobe Acrobat Professional 10 License for Windows ($74) and Photoshop Extended
CS5 for Windows ($169) totals $243.

Outside Professional Services for data storage will be provided by the University of Florida's
Computer and Networking Services will be provided at a cost of $830. UF's existing open access
servers have the necessary memory and storage to support and deliver all of the digital images
and metadata created during the project. As the project continues to grow beyond the grant
period, DLC can easily scale if needed because UF has commodity storage and hosting
supported through the Open Systems Group at UF which has a state of the art data center and
bills for commodity-based storage services on a monthly basis. The UF Open Systems Group
costs are dramatically lower than any commercial services and their services are offered to UF
entities at costs. As their costs fall, which is a gradual process for enterprise level storage, the
annual costs to the UF Libraries will similarly reduce. However, the annual costs will be nearly
the same for the immediate future. The storage costs included in this proposal are based on two
times the actual costs the UF Libraries will incur for handling these files for the grant year. This
is doubling of the annual cost is based on Princeton's DataSpace pricing model recommended for
pricing support for sustainable storage for projects needing ongoing support
(http://dataspace.princeton.edu/jspui/about/home.jsp).

LSTA funding request of $111,009 includes the following expenses.

Temporary Project Manager, Library Associate 2 (100% FTE @ $34,695 salary plus
$11,970 benefits) The Project Manager is imperative to facilitate communication among
partners, organize activities, conduct digitization, and guarantee success. The temporary
employee will coordinate interactions with partners; digitize materials and oversee production
for the project; document procedures; provide support for partners using equipment; collaborate
with the PI to ensure proper creation of all digital materials, interfaces, and contextual supports.
The Project Manager will be trained to properly handle and digitize original objects. The Project
Manager will be responsible for scanning objects and will be trained by DLC staff in the DLC.
DLC personnel will provide initial training and supervision in the image capture and
enhancement process. The Project Manager will be responsible for supporting and using the on-







location equipment for digital production work. The Project Manager will assist the Collection
Curators in creating descriptive metadata for objects lacking OCR text. The Project Manager
also will be responsible for supporting partners in using the on-location equipment and for
serving as the primary liaison with the partners who will be scanning objects in St. Augustine.

Supplies expenses totaling $4,189 include:
Nikon SF-210 Auto Slide Feeder is an attachment for the Nikon Super CoolScan 5000 ED Film
Scanner that is an automatic slide feeder that allows users to scan batches of up to 50 slides. The
SF-210 accepts slide-mounted 35mm film up to 1.5 millimeters in thickness and is designed to
work with Nikon Super Coolscan 5000 series scanners, described below in equipment ($413).
The project manager and partners will use this to digitize their slides. Two CyberPower
Intelligent LCD Series GreenPower UPS CP1350AVRLCD 1350 VA 810 Watts 4 x 5-15R
Battery/Surge Protected 4 x 5-15R Surge Protected Outlets UPS ($140 each, totals $280);
Computer and two Monitors: OptiPlex 980 Desktop Base Standard PSU (224-7545) and
OptiPlex 980, Intel Core i5 Dual Core Processor 650 with VT (3.20GHz, 4M) (317-3683) and
two Dell 22 Inch Flat Panel Display, E2210, Black, OptiPlex, Precision, Latitude and Enterprise
(320-0941) ($996), capable of the work required, and then extra monitors for image processing
and Uninterruptible Power Supplies (UPS) with surge protectors to protect the equipment.; two
computer tables, 74" X 30", adjustable, black/gray ($950 each totaling $1,900); two computer
chairs X99 Seminar chairs, adjustable, black/grey ($300 each totaling $600).

Scanning Equipment expenses totaling $54,800 include:
Nikon Super CoolScan 5000 ED Film Scanner ($1,200), functions described above in supplies;
and Copibook HD 600ppi Optical ($53,600). Other materials beyond slides, including archival,
photographs, documents, and medium format items (up to 15.5 x 23 inches) will be digitized
using the Copibook HD 600ppi Optical. The Copibook HD 600ppi Optical has a true optical
resolution of 600dpi, so it is fast and easy to use, and produces extremely high quality images.
Thus, the majority of items for this project will be digitized using the Copibook HD 600ppi
Optical.

Travel expenses for Project Manager totaling $5,356 include:
128 miles roundtrip from St. Augustine to Gainesville X 44.5 cents/mile X 24 trips ($1,367)
plus hotel accommodation for 25 nights, two nights for first trip @ $125/night ($3,125); and
meals @ $36/day for 24 days ($864). The project manager will transport data drives twice per
month to the UF Digital Library Center in Gainesville and receive necessary training while
performing supportive functions to upload the files to the UF Digital Collections.








Partnership Agreement
Library Services and Technology Act Grant


An agreement should be completed between the library and each partner. If another
agreement or contract is already In place, t can be saubtltated for this form as long as the
conditions listed below anre iclded.

Library/Organization Name: University of Florida Libraries
Partnering Agency Name: City of St. Augustine Archaeology Division
Partner Mailing Address: City of St. Augustine Archaeology Division, Department of Planning
and Building, P.O. Drawer 210, St. Augusthe, Florida 32085
Project Name: Accessing Florida's Colonial Heritage Partnership

We, the undersigned agree to provide the following programs, services, or activities:

1. Provide a minimum of 460 archival pages or photographs related to Florida's colonial
heritage that will be loaned temporarily for scanning at the Government House digitization
lab and uploaded into the University of Florida Digital Collections.
2. Review the resulting digital collection as it is being developed and provide feedback.
3. Promote the digital collection to local users by referring researchers and patrons to the
website.
4. Increase web presence and usage of the digital collection by providing a referring link on the
Archaeology Division website.

We aertr agree ta see 1 the felibwi:
X To implement the project as presented in the project application and any project revisions.
X That finds or services received will be used in accordance with the application and any appHable
laws and regulations.
X Services will be provided at no chrge and will be available to the target population.


Judith C. Russell
Name of Authorized Library Official
(print ortp)
Dean of Univerity Libraries
Title of Authdzed Library Official
February 24, 2011
Date


Signature of Authorized Partner Official
Carl D. Halbirt
Name of Authorized Paer Official
(print or type)
City Archaeologiat
Title of Authorized Partn Offcial

Date


LSTA A1.Wiaon
choplew 1E-M.lI2Xd). PlA MukmhIf CodS. UW AOI, Efvg~t lZl,2O







Partnership Agreement
Library Services and Technology Act Grant


An agreement should be completed between the library and each partner. If another
agreement or contract is already in place, it can be substituted for this form as long as the
conditions listed below are included.

Library/Organization Name: University of Florida Libraries
Partnering Agency Name: Flagler College
Partner Mailing Address: 74 King Street, Saint Augustine, FL 32084
Project Name: Accessing Florida's Colonial Heritage Partnership

We, the undersigned agree to provide the following programs, services, or activities:

1. Review the digital collection as it is being developed and provide feedback.
2. Promote the digital collection to local users by referring researchers and patrons to the
website.
3. Increase web presence and usage of the digital collection by providing a referring link on the
Flagler College website.

We farther agree to each of the following:
X To implement the project as presented in the project application and any project revisions.
X That funds or services received will be used in accordance with the application and any applicable
laws and regulations.
X Services will be provided at no charge and will be available to the target population.


~&


Signature of Authorized Library Official

Judith C. Russell
Name of Authorized Library Official
(print or type)
Dean of University Libraries
Title of Authorized Library Official
February 24, 2011
Date


Signature of Authorized Partner Official

Michael Gallen
Name of Authorized Partner Official
(print or type)
Library Director
Title of Au rized Partner Official

Date


LSWA Appliced Ion
Chapter I B-2.011(2Xd). FboIa AMnblrilved Code. DLIKWLAO1. Effect lye-I1120/2001











Partnership Agreement
Abrary Services and Technology Act Grant


Ai areemeumat ,M be com Emted bet Iun ke MlIary an d eat partanr. Itfamwa&r
srewe-tor contract i already ib plee it ea be msbMtlwed for tb form as Irg s t
coudmitom o led below are eludedd.

lraryn/mOrpuisatma Naum Univwry .off M da Lbrartwe
autert gAgApey Nm CMty of St. Antstftm Department of HaRitg. Tomerim & Iltobric
Preservado
Partner Malag Addre: City of St. Auguiett Departmmeaof Heritage 'ITesri & BHfiorie
Prw rvamodDP.O. Drawer 210,0S. Anuilota, FhlUa 32085
Prvjeft Namm Atemsineg PoMda'r CU=lui HB.Rmage Pur"amb Up

We, the muderndm arw to provide the l am-eg progru, w aces, r saidtvJMr

1. Review d rcldingdital cololectisam its binadcevdoped and povide fdtack.
2. Pmmot oi digital olleion to local nuMn by miferr rmesarcihm and pLtrons to rhe

3. frnse wewb ipres aind uuige of th dtgia colection by providing a reftig link on the
D eputfmm of Hedtaae Towhm an Hatoric Prrvatlomn webs

Weo frthrr o to wam at 0o ho Ww I
X To aimpkem ntpt ipojem pmsd in the project apptation anmd anyd pnqjcct rwvlku.
X T1 atnlm s W mrviiesm . wi bosiedi sconooiwth dw appio ioa and ai y uxppl�iom
laws and TmsIa .
X Serviom wit b pwovided atnoi ckug. mnd dlbe to th tagEg popuJltioa.


Si' r ofAtAitnised Libray Official \ g ofAathortnd Pmrtnmr Ofaicil

. dl______________ Daan 8e. Cld
Na&AofAthoKize Libmy OfficWl Na of Autowined Patar Official
(pf2Cor*I Y (-aktarOp


Dea of Uiveify LIbAwi

TiM fof Auftor d LUby Ofiol
Pulnmuy24. 2011


Director, Dpt. ofMedrae Towtsm and
Eleaork Pirewervacn
Tko ofAuborized Parmtm Offici


Date


campwr1B-2.lUl a4lk Adi btrak Ue Codk. DMWAUTM. a0,.hetouasI








Florida Department of State, Divislon of Library and Information Servicea


CERTIFICATION OF CREDENTIALS

(Complete this form only f your lbry entty doem not receive State Ad to Librale or Wull lypbL y
Cooperative grant finding )


1Th I7nhwK ,,f ,1rwisdm


(name of library governing body)


governing body for the Georns A. Smathers Libraries
(name of library/organization)

hereby certifies that the incumbent library administrative head,

Judith C. Russell
(name of incumbent)

has completed a library school program accredited by the American Library Association and is
thereby eligible to apply for and administer a Library Services and Technology Act (LSTA)
grant


Date


and title of authorized representative below:


Joseph Glover
Name


Provost
Title
There has been no change in the leadership of the UF Libraries.


Signatre







Letters of Support -


1. Dr. William Adams, Florida historian and former Director, Historic St. Augustine
Preservation Board

2. Dr. Kathleen Deagan, Distinguished Research Curator of Archaeology Emerita and
Lockwood Professor of Florida and Caribbean Archaeology

3. Dr. Michael Gannon, Distinguished Service Professor Emeritus of History and former
Director, Historic St. Augustine Preservation Board

4. Elsbeth "Buff' Gordon, Florida historian and Historic St. Augustine Research Institute
Associate

5. Dr. Roy Graham, FAIA, Fellow US/ICOMOS, Beinecke-Reeves Distinguished
Professor, and Director of University of Florida Historic Preservation Programs

6. Carl Halbirt, City of St. Augustine Archaeologist

7. Leslee Keys, Flagler College Director of Corporate, Foundation, & Government
Relations

8. Dr. Bonnie McEwan, Director, Mission San Luis, Tallahassee, Florida

9. Dr. Susan Parker, Executive Director, St. Augustine Historical Society

10. Herschel Shepard, FAIA Emeritus, Professor Emeritus, UF School of Architecture

11. Dana Ste. Claire, Director, St. Augustine Department of Heritage Tourism & Historic
Preservation

12. Robert Steinbach, Florida archaeologist and former Director of Research, Historic St.
Augustine Preservation Board










William R. Adams, Ph.D.
3 Country Spring Drive
Asheville, NC 28804
(828) 505-401


February 25, 2011

Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7017


Dear Tom,

Please accept this letter of support for the UF Libraries' Library Services and Technology Act
(LSTA) grant application to establish a computer digitization lab at Government House in St
Augustine in order to scan archival materials related to Florida's colonial history.

As working historians involved in research on the history of Florida, particularly St. Augustine,
my wife, Dr. Cecile-Marie Sastre, and I both rely upon the resources contained in the
Government House Library. In conducting studies of early Florida history, the material related
to St. Augustine is of primary importance. The Government House library contains original
manuscripts and documents found in no other location, especially pertaining to early colonial
settlers.

No historian working on the period can ignore these resources. This proposal has my strongest
endorsement


Respectfully,
.-

William R. Adams, Ph.D.






UNIVERSITY OF
FLORIDA

Florida Museum of Natural History Museum Road
Department of Natural History PO Box 117800
Gainesville, FL 32611-7800
Phone: (352) 392-1721
Fax: (352) 846-0287

March 9, 2011

Thomas Caswell
Associate University Librarian
201 FAA - POB 117017
Gainesville, FL 32611-7017

Dear Tom:

I am happy to offer this letter of support for the UF Libraries' Library Services and Technology Act
(LSTA) grant application to establish a computer digitization lab at Government House in St. Augustine in
order to scan archival materials related to Florida's colonial history.
This project would open a vast repository of very important historical, archaeological, architectural and
historic preservation information for scholars and students in all of those fields. I know the St. Augustine
Government House repository very well, having worked in it for more than 30 years when it was
accessible. These materials helped provide the basis for several of my own books, as well as numerous
MA theses and at least two Ph.D. dissertations.
Most of the unpublished reports, translated documents, maps, plans, and research notes exist only in this
repository and, to my knowledge, most of it has never been reproduced. It has been virtually inaccessible
to researchers for the past few years, owing to storage and security issues, and to make it available as you
propose in this project would be wonderful.
The history of historic preservation and archaeology in St. Augustine is largely told in these materials,
and I believe it would be heavily used if it were made accessible, not only by scholars, but also by the
general public interested in St. Augustine. As we approach the 450th anniversary in 2015 of St.
Augustine's founding, such interest has become intense. It would be a real service to scholarship, to public
education and to the survival of these important documents if you were to carry out his proposed project.

This proposal has my strongest endorsement.


Sincerely,


Kathleen Deagan
Distinguished Research Curator of Archaeology Emerita
Lockwood Professor of Florida and Caribbean Archaeology


Equal Opportunity / Affirmative Action Institution







2707 NW 22nd Avenue
Gainesville, FL 32605
March 10, 2011



Mr. Thomas Caswell
Associate University Ubrarlan
201 FAA
POB 117017
Gainesville, FL 32611-7017

Dear Tom:

It was with great satisfaction that I learned of your grant
application to establish a computer digitization lab at Government
House (the old Palace of the Spanish Governors) In St. Augustine,
Florida.

As you know, I served for seventeen years, Including two terms
as chair, of the State of Florida Historical St. Augustine Preservation
Board. We always had a graduate degree historian and archaeologist
on the staff, but, because of pressing responsibilities, they were never
able to organize and make generally accessible the hundreds of
documents and printed volumes that made up the Preservation Board
library.
Recently, as the University of Florida has, under State order,
taken over management of Government House and thirty-three other
State-owned colonial period properties in St. Augustine, it has become
plainly and urgently necessary to shape the library holdings into
ordered, topical, chronological, and easily accessible form. Digitization
makes all that possible. It is, I believe, the most dramatically helpful
technology ever Introduced into the halls and labs of library science.
A recent example of its benefits comes to mind. In 1963, at the
Museo Naval in Madrid, I stumbled upon an eight foot-long map of
colonial St. Augustine and environs executed by cartographer Juan
Joseph Ellglo de la Puente in 1769. A copy made by photography
proved barely usable. Last fall, however, architectural historian Elsbeth
Gordon obtained from the Museo a digitized copy, on a single small
disc, which printed out to eight feet of high resolution color that
enabled archaeologist Kathleen Deagen and me to mark out exact
locations of certain Spanish buildings and sites. I am confident that
map overlays, period by period, of cartographic and other images











preserved in Government House holdings will lead to similar
revelations.
The new documentary and cartographic information gained
thereby will redound to the good of all Florida citizens, young and old,
who live in a state whose first capital, St. Augustine, became the site
of our nation's first European government and court of law, first city
plan, first church, first mission, first school, first hospital, first library
and archives.
The newly accessible contents of the Government House
holdings will be particularly valuable to teachers and students as we
approach the 500th anniversary of the naming of Florida by Juan Ponce
de Le6n in 2013 and the 450th anniversary of the founding of St.
Augustine by Pedro Mendndez de Avilds In 2015.
I wish your application high success and remain

Yours truly,


Michael Gannon
Distinguished Service
Professor Emeritus of
History
University of Florida













February 26, 2011


Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7010



Dear Tom:

I am writing you to offer my support for the UF Libraries' Services and Technology Act (LSTA)
grant application "Accessing Florida's Colonial Heritage." This project would have greatly
improved my research and my book about the architectural history of St Augustine in Florida's
Colonial Architectural Heritage, published by the University Press of Florida (2003). I have
recently sent the manuscript for a second book to the University Press with the working title,
Florida's Spirit of Place, which also presents colonial Florida's architecture. My next project
will be an article presenting the architectural history of Government House in St. Augustine.
Access to the information within the Government House repository would have been, and will
be, crucial to research and publications presenting the truths about colonial Florida.

Furthermore, I am presently a Board member of St Augustine Archaeological Association and a
member of a committee that is researching and designing historical markers to be placed around
the city to acquaint visitors with the city's colonial architectural history. This project will greatly
depend upon the digitized information of the subject grant

I very strongly endorse this grant proposal and offer any assistance that might be needed.

Respectfully,



Elsbeth K. Gordon
Associate, Historic St. Augustine Research Institute
9361 Old A1A
St. Augustine, Florida 32080






UFy UNIVERSITY of
UF FLORIDA

College of Design, Construction and Planning 331 Architecture Building
Office of the Dean PO Box 115701
Gainesville, FL 32611-5701
352-392-4836
352-392-7266 Fax






February 23, 2011

Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
The University of Florida
Gainesville, FL 32611-7017

Dear Mr. Caswell,

I am writing to indicate my wholehearted support for the grant application to the UF Libraries'
Library Services and Technology Act (LSTA) grant application to establish a computer digitization
lab at Government House In St. Augustine In order to scan archival materials related to Florida's
colonial history.

I am very familiar with what used to be an unorganized collection of original drawings, historic
reports, restoration documents, sketches, maps, slide and photographs related to the historic
buildings in the St. Augustine National Historic Landmark District. For a long time these very
valuable materials have been stored in the Government House and they have been treated in a
very haphazard way. It has been a great help to researchers of the colonial periods in St.
Augustine that the collection has been partly scanned and digitized. As you point out, here is a
great deal more to do, and your proposal to obtain state-of the art equipment and supplement
the previous recording and cataloging project will be a great boom to architectural historians
and interpreters, as well as interpreters and restoration architects.

At the present time, I am working with three PhD candidates In historic preservation who are
actively combing this reports, histories, and drawings to discover information about the building
history of St. Augustine. I am presently researching the Castillo de San Marcos as part of a
Faculty research grant and support from the Historic St. Augustine Research Foundation with








The Foundation for The Gator Nation
An Equal Oppotunity Intmudon
























the intent to develop a nomination for the fort for the World Heritage List. The trove of primary
materials that are in the Government House will be Invaluable to me as well as my students.

This proposal Is very timely and it has my strongest endorsement. Please let me know if I can
help you in any way with your initiative.

Sincerely,


Roy Eugene Graham, FAIA, Fellow US /ICOMOS
Beinecke-Reeves Distinguished Professor
Director, Historic Preservation Program
CENTER FOR WORLD HERITAGE RESEARCH AND STEWARDSHIP
Initiative












St. Auampdne Florid" Archaeology Division


February 25, 2011


Thomas Reed Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7017

RE: UF Libraries' Library Services and Technology Act (LSTA) Grant Application
Dear Tom:
Please accept this letter of commitment and support for the UF Libraries LSTA grant application to
establish a computer digitization lab within the Government House Library in St. Augustine, Florida. The grant will
be used to fund and staff a high-speed computer workstation, consisting of a bulk-feed slide scanner and a high-
quality book scanner capable of processing archival items up to 15.5 inches by 23 inches in size. Staff will consist
of a project manager to scan and train others who want to use the equipment themselves and/or contribute files that
can be digitized and archived on line in a repository maintained by University of Florida (UF) Digital Collections
The City of St. Augustine Archaeology Program plans to partner in this program by providing archived
project records presently housed in the City's Archaeology Division. Excluding photographic archives, which have
been digitized, field notes, maps, and site summaries to more than 600 projects undertaken by the City's
archaeology division, under the auspices of the City's Archaeological Preservation Ordinance (see
www.digstaug.orl have occurred over the past 25 years, resulting in more than 100 linear feet of vertical records.
The vast majority of this material deals with the historical era that dates from 1565 to the recent past, although some
projects have unearthed information relevant to Florida's prehistory at the dawn of European exploration and
colonization. Therefore, it is amenable to the upcoming 500' and 450* anniversaries.
The plethora of data recovered over the past 25 years forms an unparalleled resource in understanding
Florida's history, especially as it relates to the nuances ofpast lifeways not documented in the historical records.
The creation of this high-speed computer workstation allows easy access to the City's archaeological archives that
otherwise would not be readily available. This would be of tremendous assistance to the single staff person (i.e., the
City Archaeologist) in charge of maintaining the myriad components associated with the City Archaeology Program.
The workstation also would be a location where volunteers and staff from the UF, City, and Flagler College would
be trained in up-to-date digitization techniques and standards.
This proposal has my strongest endorsement.
Respectfully,



Carl D. Halbirt
City Archaeologist


75 King Street, 32084 - PO Box 210,32085 - Office 904/825-1088 - Fax 904/209-4335















February 25, 2011


Mr. Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7017

Dear Tom,

I am pleased to support a grant application submitted by the UF Libraries' for a Library Services
and Technology Act (LSTA) project to establish a computer digitization lab here in St. Augustine. The lab
would be located at Government House, a State owned property managed by the University of Florida and
located immediately east of the Flagler College campus.

A decade ago Flagler College joined with UF and the St. Augustine Foundation to establish the
Historic St. Augustine Research Institute, hosted at Flagler College. A primary emphasis of this
partnership is to foster research on St. Augustine and Florida, particularly colonial history.

The proposed digitization project reinforces this relationship. Also, your proposal builds on the
Save America's Treasures project administered through NEH that our institutions' are conducting, too.
As you know, this project is conserving blueprints related to Gilded Age architects' Carrere and Hastings'
work in St. Augustine, specifically on the Hotel Ponce de Leon, a National Historic Landmark now known
as Ponce de Leon Hall and the centerpiece of our campus.

Your ISTA project will assist in adding to the scholarly resources available related to St.
Augustine's colonial history, a timely proposal with the 500th Anniversary of Ponce de Leon's landing off
the east coast of present-day Florida taking place in 2013 followed by the 45oth Anniversary of the
founding of St Augustine in 2015.

Your project will make available both new resources and will make them available to a broader
audience. We regularly have researchers from throughout the nation request information about St.
Augustine. With the international scope of the above-noted anniversaries, it is anticipated that this group
will broaden to include an international component

Last spring Flagler College hosted the Society of Early Americanists' "Early American
Borderlands" conference. This March, Flagler College will host the International Franciscan Conference
with participants from throughout the US and Europe. Scholarly partners in this conference include:
American Academy of Franciscan History; Franciscan Institute at Saint Bonaventure University;
Heidelberg Academy of Sciences and Humanities, Germany; Historic St. Augustine Research Institute;
Research Centre for Comparative History of Religious Orders (FOVOG), Germany; and the St. Augustine
Historical Society.

We look forward to working with you to broaden an understanding of St. Augustine's history.

Sincerely,


Leslee F. Keys
Director of Corporate, Foundation, & Government Relations





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February 17,2011


Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7017

Death Tom,

I am delighted to write in support of the UP Libraries' Library Services and
Technology Act (LSTA) grant application to establish a computer digitization lab
at Government House in St Augustine.

As a Spanish colonial archaeologist, I have relied on many of the materials stored
in Government House since 1979, as have my historian and preservation
colleagues. The collection represents groundbreaking and original work, much of
which is in the form of unpublished reports, translations and transcription, maps
and manuscripts, and out-of-print publications unavailable elsewhere. It has served
countless generations of scholars, students, and practitioners whose work involves
the Spanish colonial world.

Although the value of this collection is incalculable, access to these materials has
been less than ideal. Once digitized and made accessible through UF Digital
Collections, it will yield even more dividends in both scholarly research and public
education than it has in the past. It will also preserve this unique, multidisciplinary
collection and greatly reduce the handling of fragile original materials.

I cannot think of a more deserving project or a better institution to carry out this
work. It has my strongest support.


Sincerely,



Bonnie 0. McEwan


TOTAL P.02


FEB-17-2011 15:05


MISSION SAN LUIS







-- ll ml u - I 271 Charlott Strt * St. Augustine, FL 32084 * (904) 824-2872
ST. AXU IJ S-r iE Library (904) 25-.2333 * Fax (904) 824-2569
HISTOR A SOCIETY sdictor@blsoulhnet * www.oldeshous.org
HISTORICAL SOCIETY


February 28, 2011

Mr. Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7017

Dear Tom,

Please accept this letter of commitment, support and participation for the proposal to UF
Libraries' Library Services and Technology Grant to digitize materials related to St. Augustine's
colonial history. This project will enable the Saint Augustine Historical Society to make
available copies of Spanish colonial documents described below.
The Patriot War Papers Collection (approximately 2,000) is composed of claims for
damages caused U.S. troops during the Patriot War in Spanish East Florida (1812-1814). The
collection offers a detailed description of material culture, prices of (destroyed) possessions and
loss of income, and descriptions of life in the early 1800s. The documents are in a variety of
sizes, some requiring a large-format scanner.
The "Alvarez Ledger" is approximately 20" by 12" (24" laid flat) which traces property
ownership in the city of St. Augustine from 1763 to 1821, encompassing the British and Second
Spanish Periods. In some instances, notations in the Ledger are the only documentation of
property ownership during that time. Like the Patriot Papers, the Ledger is two centuries old.
The Saint. Augustine Historical Society agrees that digitized images of these documents
will be available through the online repository of the University of Florida. Currently these
documents must be used in their original form at the Historical Society's Research Library.
Digitization and online access will greatly increase the use of these documents. Eliminating the
physical demand on the original documents will assist with their preservation.
The Saint Augustine Historical Society has a cadre of dedicated volunteers at its
Research Library, who provided more than 4700 hours of assistance in 2010. They would be
available to assist in this project; the training of them in digitization techniques and
standardization will be of great benefit to the Historical Society.
This project has my strongest support as the executive director of the Historical Society
and also as a Spanish colonial historian.




Susan R. Parker, Ph.D.
Executive Director


The Oldest Continuously Operatng Museum and Historical Society in Florida, founded 1883








HERSI L. .SHIPARID 161 I ACH AVIIIIE ATLANTIC 6(ACH. FLOtIOA u22 (14)2494204

February 21, 2011

Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesvilik. FL 32611-7017

RE: LSTA Grand Application

Dear Tom:

Pkmase cct this ktter of support for the UF Lib r ary Services and Technmology
Act (LSTA) gSu applikaiiom to establish a compur digitizaion lab at Govenmment
Houe in St Augustdne in order so saa archival materlas related so Florida's colonial
history.

IThr gnmnt i orpersonal imporaw to m ne us architect and architectural consultant
worki in airhmlctural preservation in St. Augustine. For svcral decades, and
particularly since the Historic SL Augustine Presrvation Board was terminated in 1997.
it has been almost impossible to access the arrival materials in the Government loue
library. The preparation of documented histories, the consolidadon of archaeological
data, and the completion of historic strunctu reports tnd similar mtrial h been gredy
hampered by accessible archaeological, historical, and architectural material in the
library collection A grea deal of this material is related not only to St. Augustine but
also to Florida and the southeastern United States.

Th1 mcuidal in the library is of reas value so historian, archaeolois, architects,
planners, engineers, and many other professions and inerested members of the public.
Digidtzing, catioging. and uploading this material will pvide access for all and will be
of grepa value to historic pesurvation, cultural tourism. resource management, and
museum studies and administration. It will also enhance the overall academic effort
btougtt 1o SL Augustine by the University of Florida in respims to the needs and wishes
of the community.

This proposal has my strongest endornem. and I imus it will be favorably received.

Sincerely youws



Herchel E. Shcpa FAIA Emeritas
Professor Emerituti UF School of Architecture











SL Augusne, Floriodae Hertage Turism



March4,2011


Thoma Casmwel
Associate Univesity Librarian
201 PAA
P.O. Box 117017
GainesviCle, FL 32611-7017


Dear Tom.
Pease accept this letter of support for the University of Florida's Library Services and
Techology Act (LSTA) grant application to establish a computer Sigitization lab at the
Govmauenn r EHoc in St Augustine. The puwpose of this project is to scanm and arcidve
documents, photograh lmers and other material related to the colonial history of St
Augustined lorida.

Needle to say, the rcuhve t the government HBous represent one of the most
comprehe~ ve col o in the state reading colonial history in St Augustin and La
FlIddThe recet efforts by you and your orgianition to meicuouuly inuvetoy and
fi these ahivea have resuld in a ystm that will eumr the long-trm preervnen of
these material.

Now, though the development of a digital inventory systan of the library collection, a
natmnal anud Lnematiomnal user group will have access to this invaluable collection.
Stkdatsf touches and prnimfiona in the historical, arctaeological, genealogical and
historiepro ervation fields throughout tol world will gutly benefit from this project and
specialird work.

We wholeheartedly support this importuant project and worthy grant application.





Dhcctor
Department of Heitage Tourimn & Historic Preservation


48ng Q SMet 32084 - F0 Box 210. 52085 - Office 904/825-50553 - FAX 904/828-5096








23 February 2011


Thomas Caswell
Associate University Librarian
201 FAA
POB 117017
Gainesville, FL 32611-7017


Dear Tom,

Please accept this letter of support for the UF Libraries' Library Services and Technology
Act (LSTA) grant application to establish a computer digitization lab at Government
House in St. Augustine in order to scan archival materials related to Florida's colonial
history.
I have been a strong advocate of digitizing this archive for some time. It represents the
work product of a group of dedicated professionals spanning a period of over thirty years.
Disciplines included archaeology, ethnology, architecture and history. This material is
currently unavailable to researchers and the general public because of current conditions.
Digitization and dissemination over the internet would remove that barrier.
The material in the archive would be useful to a variety of individuals since it covers such
a wide range of topics. Historic preservationists would find documentation on both the
philosophy and actual preservation methods used. Historians would be able to access a
number of unpublished manuscripts and other material such as biographies, site histories,
life way studies, historic documents, etc. Students could use the material in writing term
papers, etc. Journalists would find the material useful in the preparation of news articles.
Interested lay people would be able to use the material to further their understanding of
the history of the area.
It is also important to proceed with this project before the corporate history is lost. The
majority of the professionals involved are still available to answer questions about the
contents and it would be a shame to lose that asset.

This proposal has my strongest endorsement.

Respectfully,


Robert H. Steinbach




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