Bringing Order to Chaos: Government House Archives Processing

MISSING IMAGE

Material Information

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

Notes

Abstract:
Powerpoint presentation given on August 13, 2014 to Smathers Libraries staff and faculty, as part of the Mini-grant Showcase & Workshop.
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Unpublished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:
IR00004270:00001

Full Text

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NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. MINI GRANT SHOWCASE & WORKSHOP: BRINGING ORDER TO CHAOS GOVERNMENT HOUSE ARCHIVES PROCESSING Thomas Caswell Principal Investigator

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Mini Grant Showcase & Workshop: Bringing Order to Chaos Goal: This Mini grant 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. Government House, 48 King Street, St. Augustine, FL

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Mini Grant Showcase & Workshop: Bringing Order to Chaos History: Archaeologists and historians developed the archives at Government House as part of a state agency known originally as the St. Augustine Historical Restoration and Preservation Commission (1959 1967) and subsequently the Historic St. Augustine Preservation Board (HSAPB) (1968 1997). F iles were originally collected to provide historical information to guide HSAPB administrators in the purchase and development of colonial properties In 2007, state legislation provided for UF to assume management responsibilities to ensure long term preservation and interpretation of state owned historic properties in St. Augustine while facilitating an educational program at the University of By default, Smathers Libraries assumed stewardship of the research collections housed within the Government House archives and has resulted in two major digitization projects: Historic St. Augustine University of Florida Digital Collection ufdc.ufl.edu/hsa1 ufdc.ufl.edu/ usach

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Mini Grant Showcase & Workshop: Bringing Order to Chaos

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Mini Grant Showcase & Workshop: Bringing Order to Chaos Expected Outcomes: This project accurately identifies materials at least at the folder level and arranges them in a logical manner that improves access and reduces further physical deterioration which is an ongoing threat to this unique and historically significant collection. P rocessing activities allows Smathers Libraries staff to respond to requests for research materials more efficiently Creates a minimum of 3 electronic finding aids (according to DACS/EAD standards ) Increases visibility and requests for use of the Government House archival collections Enables the Smathers Libraries to incorporate the collection or parts of the collection into future grant applications

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Mini Grant Showcase & Workshop: Bringing Order to Chaos

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Activities & Status: By June 30 2014 Jul 2014 Aug 2014 Sep 2014 Oct 2014 1.Collection/ container list spreadsheet created 2.Finding aid template created 3.Advertise/recruit for Processing Assistant 4.Hire/train Processing Assistant 5.Storage Room #1 of Govt. House archives inventoried & described at folder level 6.Storage Room #2 of Govt. House archives inventoried & described at folder level 7.Storage Room #3 (map files) of Govt. House archives inventoried & described at item level 8.Supervision of Processing Assistant 9.Assessment of finding aids as collection is inventoried/described 10.Preservation/conservation consultations 11.Produce collection level catalog records in the UF catalog 12.Distribute & publicize electronic finding aids 13.Make detailed assessment report of collection Legend: Not Started Completed Tasks Partially Complete or Ongoing

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Mini Grant Showcase & Workshop: Bringing Order to Chaos

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Mini Grant Showcase & Workshop: Bringing Order to Chaos Lessons Learned (so far): Learning a lot about archival practices and standards: DACS = Describing Archives: A Content Standard EAD = Encoded Archival Description XML = Extensible Markup Language Actual OPS salary ends up being approximately $4,789 over 11.5 pay periods, allowing for about $200 fringe required for OPS positions Flexibility is key change Not all grants (or mini grants) have to be digital arrangement and description of unique archival collections can be groundbreaking and sexy

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NOTE: To change the image on this slide, select the picture and delete it. Then click the Pictures icon in the placeholder to insert your own image. QUESTIONS? Thomas Caswell Architecture & Fine Arts Library, Room 205 B Phone: 352 273 2809 Email: tcaswell@ufl.edu