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Bringing Order to Chaos: Government House Archives Processing

University of Florida Institutional Repository
MISSING IMAGE

Material Information

Title:
Bringing Order to Chaos: Government House Archives Processing
Physical Description:
Grant application
Creator:
Caswell, Thomas
Publication Date:

Notes

Abstract:
Application and follow-up questions for a 2013-2014 Smathers Libraries Mini-Grant. Funds for this project will be used to hire a Processing Assistant to inventory and create finding aids for archival materials at Government House in St. Augustine. Award amount = $5,000.00
Acquisition:
Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Thomas Caswell.
Publication Status:
Unpublished

Record Information

Source Institution:
University of Florida Institutional Repository
Holding Location:
University of Florida
Rights Management:
All rights reserved by the submitter.
System ID:
IR00003572:00001

MISSING IMAGE

Material Information

Title:
Bringing Order to Chaos: Government House Archives Processing
Physical Description:
Grant application
Creator:
Caswell, Thomas
Publication Date:

Notes

Abstract:
Application and follow-up questions for a 2013-2014 Smathers Libraries Mini-Grant. Funds for this project will be used to hire a Processing Assistant to inventory and create finding aids for archival materials at Government House in St. Augustine. Award amount = $5,000.00
Acquisition:
Collected for University of Florida's Institutional Repository by the UFIR Self-Submittal tool. Submitted by Thomas Caswell.
Publication Status:
Unpublished

Record Information

Source Institution:
University of Florida Institutional Repository
Holding Location:
University of Florida
Rights Management:
All rights reserved by the submitter.
System ID:
IR00003572:00001

Full Text

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2013 2014 Smathers Libraries Mini Grant APPLICATION COVER SHEET Application due: Tuesday, October 15,2013, 5:00PM Check here if this is your first grant application where you will be serving as a principal investigator (PI). Principal Investigator (PI) Name: Thomas R. Caswell Department: Departmental Libraries Email: tcaswell@ufl.edu Phone : 273-2805 Additional project applicants, please give name, email, and brief role for each: John Nemmers (jnemmers@ufl.edu), Archivist, will provide a finding aid template and evaluate arrangement/description. John Freund (johfreu@ufl.edu), Conservator, will note special handling and provide conservation consultation. Title of grant application project: Bringing Order to Chaos: Government House Archives Processing Project abstract (no more than 100 words): Funds for this project will be used to hire a Processing Assistant to inventory and create finding aids for archival materials at Government House in St. Augustine. While previous UF Libraries' digitization projects targeted specific portions of the archives (see Historic St. Augustine and Unearthing St. Augustine's Colonial Heritage), the remainder of the collection is not adequately arranged or described Rolled maps and drawings are on top of map cases; file drawers are mislabeled as to contents; or, items have been used and placed haphazardly in storage boxes found throughout three different storage rooms. Such disorganization makes it difficult to find research materials related to historic properties managed by UFoBy establishing full physical and intellectual control of these archival holdings, UF Libraries can properly respond to requests for research materials and plan for future externally funded projects. Funds requested (Limit of $5,000): _$5,000_ Describe how the 10% mandatory cost share will be met (be specific): Mandatory cost share will be met by project team members time as a percentage of their salaries: John Nemmers will contribute .03 FTE during the project = $614 .00; and John Freund will contribute .02 FTE = $377.00. Total: $991.00 ( =19.8% cost share) Please list the library resources/departments to be used in this project and the name of the person authorizing the intended use and date authorized. Each authorizing person must initial their approval and availability of resources for this project. If you need more room, continue on a separate page. Resources Required for Project as applicable inc ludin cost share contributions J Nemmers .03 FTE cost share J Freund .02 FTE cost share Authorizing Individual Jim Cusick Ben Walker I confirm receipt of approvals from all project team members to participate in this project as described in the narrative and budget: Date Appr Dept. Chair Signature Date

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Page 1 of 5 Bringing Order to Chaos: Government House Archives Processing 2013 2014 Smathers Libraries Mini Grant PROJECT PROPOSAL NARRATIVE A. Project Description: This Mini Grant application request seeks to establish full physical and intellectual control of archival holdings at the Government House in St. Augustine, a property owned by the state of Florida and managed by the University of Florida. The result of this project will be accurately identified materials at least at folder level and arranged in a log ical manner that improves access and reduces further physical deterioration, which is an ongoing threat to this unique and historically significant collection. These processing activities will allow Smathers Libraries staff to respond to requests for resea rch materials more efficiently and additionally plan for future externally funded projects to digitize these materials. Funds for this project will be used to hire a Processing Assistant to inventory and create finding aids for archival materials at Gover projects targeted a specific portion of the archives (see Historic St. Augustine http://ufdc.ufl.edu/hsa1 and and http://ufdc.ufl.edu/USACH ) the remainder of the collection is not adequately arranged or described. Rolled maps and drawings are on top of map cases; file drawers are mislabeled as to contents; or, items have been used and placed haphazardly in storage boxes and filing cabinets fo und throughout three different storage rooms. Such disorganization makes it difficult to find research materials related to historic properties managed by UF. B. Project Importance: Archaeologists and historians developed the archives at Government House d uring 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 origina lly 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 permanently staffed librarian or archivist sin ce then, these resources have for many years been closed to researchers. In 2007, Chapter 267.1735 F.S. was enacted to provide for the University of Florida to assume management responsibilities for certain historic properties located in St. Augustine. The goal of this action was "to ensure long term preservation and interpretation of state owned historic properties in St. Augustine while facilitating an educational program at the University of Florida that will be responsive to the state's needs for professionals in historic preservation, archaeology, cultural resource management, cultural tourism, and mu seum administration and will help meet needs of St. Augustine and the state through educational internships and practicum." By default, Smathers Libraries has assumed stewardship of the research collections housed within the Government House archives and t herefore holds the responsibility to establish and provide physical and intellectual access to materials which complement teaching and research endeavors. ollection that is comprised of several vertical filing cabinets and their associated flat files found in a nearby map case. A large part of these files were digitized as part of an earlier successful Smathers Libraries Mini Grant (see http://ufdc.ufl.edu/UF00091743/00001 ), which then formed the core of the Historic St. Augustine University of Florida Digital Collection. This that partnered Smathers Libraries with several o ther hidden archival collections related to St. Augustine and established for the first time a digitization lab at Government House. Discovery and use of these digital collections has resulted in several email and phone inquiries directed to the PI from lo cal, regional, and even national sources inquiring as to the existence of additional primary resource material. Prior to seeking future funds for digitization, however, it is vital that all arrangement and descriptive work is complete and the Smathers Libr aries has an accurate and comprehensive inventory of the collection. there are literally thousands of pages of rich data and images that heretofore have been accessible only to persons officially workin g in Government House. Researchers, who are currently granted access by appointment only, are confronted with vast amounts of

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Page 2 of 5 materials found in filing cabinets or Bankers boxes, with little or no cataloging beyond 3x5 index cards, and minimal descriptions on drawer labels. Many flat files that have been used over the years are located on to these materials. One recent, extreme example was the de sperate search to find the original 1935 sensitive research project, only to find them 18 months after her initial request, misplaced and mislabeled in a random box of photos, slides, and unmarked folders. The delicate nature of some materials due to age or physical format (e.g., blueprints or original architectural drawings on vellum) also makes the need for inventory, arrangement, and description critical. By producing comprehensive finding aids to the collection, the Libraries can adequately plan for and prepare successful grant proposals involving physical and digital preservation of the collection. C. Project Comparison: While the creation of descriptive finding aids for a physical collection is a fairly common project undertaken by innumerable academic libraries, what makes this project uncommon is the uniqueness of the Government House archives. No other library in the world has been given the opportunity to be good stewards of an entire research collection devoted solely to the study, preservation, and archaeology of the St. Augustine. The finding aids created for this project will be similar to those faculty and staff (see http://www.uflib.ufl.edu/spec/browset.htm ). D. Resources Needed: through out the project and that will adhere to Describing Archives: A Content Standard (DACS) and with Encoded Archival Description (EAD), the international standard for encoding archival finding aids using Extensible Markup Language (XML). Nemmers will train th e Processing Assistant in the use of the template and evaluate for proper description and arrangement. Nemmers also will work with the PI to collection in UFDC. Nemmers may require the use of the library van for one day of on site training in consultation and oversight as questions arise. He also will provide special handling instructions as they apply to the Government House archives. Most consultations and oversight provided by Nemmers and Freund will be accomplished through emailed questions and photos submitted by the PI and Processing Assistan t. Most existing containers, boxes, and folders can be used/reused for the purpose of this project, although any containers deemed unsuitable by project staff will be replaced using Bankers boxes and archival map boxes already available through departmenta l supplies. E. Plan of Action: [ Note: The majority of project activities will commence at the conclusion of the current NEH grant project: ( grant period ends June 30, 2014).] Activities & Participants By June 30 2014 July 2014 August 2014 September 2014 October 2014 1.Collection/ container list spreadsheet created (Caswell) 2.Finding aid template created (Nemmers) 3.Advertise/recruit for Processing Assistant (Caswell) 4.Hire/train Processing Assistant (Caswell; Nemmers)

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Page 3 of 5 5.Storage Room #1 of Govt. House archives inventoried & described at folder level (Processing Assistant) 6.Storage Room #2 of Govt. House archives inventoried & described at folder level (Asst.) 7.Storage Room #3 (map files) of Govt. House archives inventoried & described at item level (Asst.) 8.Supervision of Processing Assistant (Caswell) 8.Assessment of finding aids as collection is inventoried/described (Caswell; Nemmers) 9.Preservation/conservation consultations (Freund) 10.Produce collection level catalog records in the UF online catalog (Caswell; Nemmers) 11. Distribute & publicize electronic finding aids (Caswell ; Nemmers ) 12.Make detailed assessment report of collection (or parts of collection) with possible state, national, and private grant sources identified (Caswell) F. Collection Ownership/Copyright Issues: The Government House archival materials (located in St. Augustine, Florida) are property of the State of Florida, with UF stewardship granted by State legislative action in 2007. No copyright or privacy issues are anticipated in the electronic distribution of the descriptive finding aids. G. Measures of Success: outputs and outcomes : Creation of a minimum of 3 electronic finding aids (according to DACS/EAD standards) Increased visibility and requests for use of the Government House archival collections (to be tracked with LibAnswers -http://www.springshare.com/libanswers/ ) The ability to answer phone/email requests about the The incorporation of the collection or parts of the collection into a Smathers Libraries digitization grant application to be developed and submitted during the Mini Grant period H. Project Dissemination: Collection level catalog records will be created in the UF online catalog The electronic finding aids will be published on the Special and Area Studies finding aids website -http://www.uflib.ufl.e du/spec/browset.htm The electronic finding aids will be contributed to at least two union databases and discovery tools, such as Opening Archives ( http://fclaweb.fcla.edu/Opening_Archives ) and Archi veGrid ( http://beta.worldcat.org/archivegrid/about/ ) The finding aids will be presented to a minimum of two graduate UF classes in historic preservation and/or museum studies A newsrelease will be developed and distributed to announce the completion of the project with accompanying information highlighting unique materials of interest that will be newly available to researchers and others.

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Page 4 of 5 I. Long term Financial Implications: No equipment or suppl ies will be purchased specifically for this project. If subsequent external funding cannot be acquired to digitize the collection or hire an onsite collections manager to provide physical access, some budgetary considerations may have to be considered due to increased visibility of the Government House archival collections brought about by this Mini Grant project The Smathers Libraries may consider committing full or partial funds for an onsite collections manager at Government House. Another option would J. Equipment/Supplies Plan: Not applicable.

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Page 5 of 5 BUDGET NARRATIVE K. Detailed Explanation of Expenses: Funds will be expended entirely for the hiring of an Other Personnel Services (OPS) position with a working week time period starting July 1, 2014 and ending on or ab out September 30, 2014 or whenever the $5,000 total is expended. Actual salary ends up being approximately $4,789 over 11.5 pay periods, allowing for $220 fringe required for OPS positions (per Nadine Smith email on 10/11/2013). L. Justification for Expenses: The rate of $10.41/hour is commensurate with current rate of between $10 11/hour for processing assistants hired by Special and Area Studies Collections faculty (per John Nemmers email on 10/15/2013). M. Principal Investigator role: Thomas Caswel l, University Librarian (.10 FTE cost share, totaling $2,285): 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. He was PI for a project to digitize Government House vertical file material which forms the core of the UF Digital Collection Historic St. Augustine Project role : Caswell will supervise the inventorying, description, and final arrangement of Government House archive materials on a weekly basis (4 hours/week); assist in the indexing and organizing of materials, including the provision of metadata to help linking of finding aids content; provide instruction for historic pres ervation, museum studies and design related graduate classes using the finding aids; and produce final assessment report of collection with regard to external funding potential. N. Project Team Member Roles: John R. Nemmers, Archivist (.03 FTE cost share, totaling $614): Nemmers is responsible for arrangement and description activities, including processing archival collections, authoring EAD collection guides and MARC catalog records. He manages historical collections pertaining to Florida politics, landsc ape design, and environmental history and science. Project role: Nemmers will assist in training the Processing Assistant in arrangement and description of materials according to established archival standards, and create the finding aids template and EAD metadata. He also will publish the completed finding aids online, create collection level catalog records, and assist in publicizing the resources. John Freund C onservator (.02 FTE cost share, totaling $377): Freund is responsible for repair and maintenance of circulating library collections, and restoration/repair of Special Collections materials. He has built a full service conservation lab for modern and rare books, maps, manuscripts, photographs and object s. Project role : Freund will examine and recommend treatments to problematic archival objects from the collection; and will be available for conservation/preservation consultation throughout the inventorying process.

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1. Salaries and Wages (no fringe benefits required) Name of Person Salary times % of effort Grant Funds Cost Share Total Caswell, Thomas 10% $0.00 $2,285.00 $2,285.00 Nemmers, John 3% $0.00 $614.00 $614.00 Freund, John 2% $0.00 $377.00 $377.00 100% $5,000.00 $0.00 $5,000.00 SUBTOTAL $5,000.00 $3,276.00 $8,276.00 2. Equipment Item Quantity times Cost Grant Funds Cost Share Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00 3. Supplies Item Quantity times Cost Grant Funds Cost Share Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00 4. Travel From/To # of people/# of days Grant Funds Cost Share Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00 5. Other (Vendor costs, etc. Provide detail in Budget Narrative section.) Item Quantity times cost Grant Funds Cost Share Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUBTOTAL $0.00 $0.00 $0.00 Grant Funds Cost Share Total Total Direct Costs (add subtotals of items 1-5) $5,000.00 $3,276.00 $8,276.00 OPS/Processing Assistant TBD $10.41/hr; 40 hrs/week; 7/1/2014-9/30/2014 Government House Archives Processing Mini Grant Budget Form 2013-2014

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Page 1 of 2 Appendix A Letters of Support: HERSCHEL E. SHEPARD 1661 BEACH AVENUE ATLANTIC BEACH, FLORIDA 32233 904 249 9040 October 13, 2013 Thomas Reed Caswell University Librarian Architecture and Fine Arts Library University of Florida 1389 Sta dium Road POB 117017 Gainesville, Fl 32611 7017 RE: UF Smathers Libraries Mini Grant Application for a Processing Assistant Dear Tom: Please accept this letter as an indication of my strong support of your application for the referenced mini grant. A s a member of the Historic St. Augustine Preservation Board during the tumultuous final years of the Board's existence and as a member of the succeeding Advisory Board created by the City of St. Augustine, I can attest to the lack of supervision that befel l archival material stored in Government House during the difficult periods of transition. Although every effort was made to safeguard this valuable material, some untrained personnel were undoubtedly authorized access over a long period of time, resulting in numerous misplaced files and material not properly stored. I believe a Processing Assistant will greatly enhance the excellent work being accomplished under the current NEH grant by imposing order on the existing chaotic conditions and making it poss ible to find research materials in an efficient manner. I trust that the Smathers Libraries will view this application for important funding with favor. Sincerely yours, Herschel E. Shepard, FAIA Emeritus Professor Emeritus, UF School of Architecture

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Page 2 of 2 SUSAN TATE, AIA, LEEDAP Architect & UF Professor Emeritus TEL: 352.376.5799 Mobile 352.316.0808 E MAIL: statehahn@aol.com Historic Preservation Technologies www.statehahn.com 11 October 2013 Smathers Libraries University of Florida Mini Gran t Review Committee Dear Review Committee Members: I am very pleased to have the opportunity to offer this letter of support for the Government House Archives Processing Mini Grant proposal submitted by Thomas Reed Caswell, University Librarian. As f aculty with the UF College of Design, Construction & Planning, I had the pleasure of collaborating frequently with Tom, conducting historic preservation research and working with students to develop their research methodologies. Having participated i n projects in St. Augustine since the 1970s, I had long been aware that baffling mountains of documents that lay unidentified in Government House. Not only do the materials relate to Government House, but also to other significant St. Augustine sites, s ome now under the stewardship of UF and many of widespread research interest. More recently, as an author of the Historic Structure Report for Government House; The 1935 U.S. Post Office and Customs House, I had the great benefit of working with Tom to research the multitudes of unanswered questions about that complex and significant site. In his work thus far on the documents in Government House, Tom has found countless resources that were key to our conclusions and recommendations in the HSR for Government House. After a great deal of informed searching, Tom located the highly valuable and long lost specifications from the 1935 project and subsequent work on Government House. He has made these specifications, the architectural drawings, and construction photographs, along with other valuable documents, available through the digital archives of the UF Smathers Libraries. This is an extraordinary resource. Being painfully aware of the enormous volume and overwhelming disarray of the remain would be in moving this valuable collection into a safe and retrievable state of order. Certainly, a qualified Processing Assistant would be an enormous benefit in working on the project in In my experiences, I have found Tom to be an intuitive and diligent researcher, and a most congenial colleague. For his abilities and for the significance of the proposed project, I offer my enthusiastic support. Si ncerely, Susa n Tate, AIA, Professor Emeritus

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Page 1 of 2 Appendix B Letters of Commitment: October 14, 2013 Mr. Tom Caswell University Librarian Dear Tom, I am pleased to write a letter of support and commitment regarding the creation of EAD (Encoded Archival Description) finding aids for the archival mat erials at Government House in St. Augustine. I should be able to easily integrate these research tools in to my courses in historic preservation and cultural resource management (e.g., DCP6711, DCP6713) starting Fall 2014. I am certain these finding aids (i n addition to your guest lectures) research into the distinguished 40 year history of preservation by the Historic St. Augustine Preservation Board (HSAPB 1959 1997) The research library was actually created by the HSAPB as a resource for the citizens of Florida as well as the state agency. Your full inv entory of the archival materials will provide invaluable access to complete records documenting state reconstructions and restorations during the 1960s and 1970s resulting in the historic preservation fabric of St. Augustine with regard to the 38 state own ed historic buildings for which the University of Florida Historic St. Augustine, Inc. is responsible. Your full inventory will supplement those materials currently accessible. I thank you for your dedication to pursue funding sources to enrich our stude nts with rare opportunities to educate and interpret a nationally significant preservation story to the public and to enrich their graduate level experience in order to enable them to make important contributions as future professionals in the historic pre servation fields. Please do not hesitate to contact me for further information. Sincerely, Janet S. Matthews, Ph.D. Associate Scholar Historic Preservation Program & Director, Academics and Research UF Historic St. Augustine, Inc. jsmatthews@dcp.ufl.e du 352 392 4836 X 341

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Page 2 of 2 From: Poynor,Robin E Sent: Tuesday, October 15, 2013 7:38 AM To: Caswell,Thomas Reed Subject: Government House Archives Tom, As an adviser to several graduate students in art, art history, and museum studies, I will certainly re commend the finding aids created by your Government House Archives mini grant to students who are researching St. Augustine and need primary source material. For example, it would seem that Ann Baird, whose project on the fort as a part of the Spanish syst em of defense, would benefit greatly from such possibilities. Best, Robin Robin Poynor, PhD Professor of Art History FAC 115 School of Art and Art History P.O. Box 115801 University of Florida Gainesville, FL 32611 5801 Telephone: 352 213 5056 Fax: 352 392 8453



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Bringing Order to Chaos: Government House Archives Processing 2013 2014 Smathers Libraries Mini Grant Follow Up Questions 1) Who is creating the collection level catalog records? There’s no Cataloging and Metadata Dept. approval (on the Cover Sheet) for creating collection level records. Response: As part of his cost share, John Nemmers will create approximately 1 4 catalog records using a pre approved, cataloging template. Per Nemmers (10/22/13 email): “I routinely create collection level catalog records for archival/special collections, so I’ll be doing that for this project.” 2) What’s your estimate or percentage of the total inventory to be completed by this project? How many individual items do you estimate to be able to inventory during the grant period? Response: Total estimate is 100% of the Government House archival material is to be inventoried and described at the container and folder level. There are an estimated 150 containers (file cabinets, Bankers boxes, flat file drawers) and unknown numbers of folders and individual items. Item level description will only be done on the 80 flat file drawers in which there are anywhere from 0 20 sheets. So even a maximum 1,600 item count for flat files would only require recording 10 titles/hour for 20 work days. Such an inventory seems easily achievable in the allotted time period. 3) Will the OPS employee be working in Gainesville or St. Augustine? The OPS employee will work in St. Augustine, Florida, at UF’s Government House (48 King Street).