Planning framework:
14 months as of 2/8/19
Communication:
- Meetings
- PMCS: UT project management meetings. Beth Dodd invited as stakeholder for UTL Battle Hall occupants.
- UTL: until project ramps up, Beth Dodd coordinates these meetings. Fall 2019 Collections Management Cross Functional Team takes over coordination, with monthly meeting schedule
- APL/AAA: Beth Dodd coordinates routine check-in meetings for priority setting and progress updates
- APL Wiki
- BOX: BTL2020_renovation (top level file - all staff access).
- btl2020-admin: contains reports, meeting minutes
- ARCHIVES: work specific to the archives
- LIBRARIES: work specific to the libraries
- btl-wmb_2020_project[revision date].xlsx : project spreadsheet
- superseded files: holding place for superseded files. this will be trashed at end of the project
0.0 tools
spreadsheets located on BOX, backup on dodd's mac
btl-wmb_2020_project[yyyymmdd].xlsx
- includes first pass data
- administrative notes
- project schedule
- room inventory
- return notes
btl_shelflist_[stx location or room #]-[yyyymmdd].xlsx
- second pass shelf list
1.0 FIRST PASS ASSESSMENT (DOCUMENTATION, VOLUME AND NEEDS)
- room inventory - beth and mandy walked through each space and documented our first pass findings
- photographic - exterior, interior, soa spaces, library/archives collections spaces. STATUS: deferred
- office inventory - what needs to move and where?
- first pass- broad inventory:
- identify what is ready to move "as is", meaning in standard box and labeled with collection code
- identify remainder needs, assign ownership of work to be done
- estimate volume for the APL: Katie Pierce Meyer
- estimate volume for AAA:
Manuscript Boxes: 1,476
Oversized Flat Boxes: 9
Record Storage Boxes: 1,448.5
Transfer Boxes: 26
Neumade slide: 38
Flat File Cabinet: 139
MetroShelves: 21
Flat Boxes: 326
Card/Photo Box: 173
Slide Binders: 82
Slide Box: 48
Slide Case: 38
Slide Kit: 17
Hanging Flat: 5
Lantern Slide Case: 22
Lantern Slide Cabinet: 4
Binders: 22
Framed Art: 41
Models/Panels: 153
Bundles: 144
Drawings (Individual Rolls): 66
Drawings (Cubic Feet): 2,698 sqft
Flat Drawings: 21
Filing Cabinets: 18
Furniture (Tables, Chairs, Desks): 103
5. shelf list -
- at unit level, ex. container for archives, volume for library
- see separate spreadsheets
2.0 assessment : phased approach (first pass, then via shelf list work). Needs specific - see separate wiki page for specific needs under Space Planning and Collections Management
- collection material - need primary containers
- conduct supply needs assessment
ex. RPS drawings located at btl3 dcw4, top 3 shelves need enclosures and primary description (may just be wrapped with a roll #)
- collection material - need primary description (container label with collection code and unique #)
- must be documented on shelf list and then one of the following: provisional finding aid, receipt inventory
- collection material - preservation and/or access needs
- identify special packing & handling needs- mark container accordingly
- identify containers that are mostly processed (rehoused and have folder labels), but have no listing on the finding aid. Enhance EAD if possible.
3.0 packing, handling and transportation to temporary/perm offsite locations
- swing locations (as of 9/2/19):
- AAA (most likely at CDL)
- APL SPEC (most likely at CDL)
- APL general collections (TBD)
- Library Storage Facility (LSF)
4.0 return plans TBD
- what goes where? desirable changes?
5.0 temporary work space & projects
- staff officing - TBD
- staff projects - TBD (ideas floated: DAMS, processing digitized recordings)
