Pre-conference workshop #1, Managing Archives and Historical Records
9:00 am - 5:00 pm || Registration is required, Attendance limited to 25
Beth Golding and Tyeler McLean, State Archives of Florida
Historical records connect us to our past and form our legacy to future generations. They contain unique information that helps us understand our diverse heritage and history and helps government officials to manage responsibly and make informed decisions. If you are responsible for historical records and have not had formal archival training, this workshop is for you. Experienced, professional archivists from the State Archives of Florida will introduce you to the core concepts of professional archival practice. Participants will learn about the archives profession, key components of archives programs, and basics of archival collection development, selecting materials to collect, preparing collections for research use, preserving collections, reference and access, public programs, and working with technology and digital records. Workshop provided by the State Archives of Florida.
Pre-conference workshop #2, Red Flag! Identifying Preservation Needs While Processing Collections
10:00 am - 4:30 pm || Registration is required, Attendance limited to 25
Laura Hortz-Stanton, Conservation Center for Art & Historic Artifacts (CCAHA)
Gaining intellectual control over collections is just one aspect of processing and cataloging. This workshop will focus on developing a system for identifying and prioritizing the collections care needs of items (objects, books, artworks, archival materials, etc.) during the accessioning, processing, and cataloging phases. Common degradation issues encountered in collections and methods for assessing condition will be discussed. This session will also present procedures for assigning conservation and housing priorities and will suggest potential “red flags” to alert staff when a conservator should be consulted. Participants will have the opportunity to assess the condition of items in a study collection and assign conservation and housing priorities to each item using the procedures presented in the workshop. Workshop provided by the CCAHA.
6:00 pm - 8:00 pm || Sandpiper Ballroom Lobby, Hilton Garden Inn Miami, Dolphin Mall
6:00 pm - 8:00 pm || Sandpiper Ballroom, Hilton Garden Inn Miami, Dolphin Mall
(pre-registration is required)
The reception is sponsored by the University of Miami Libraries.
8:00am - 12:00pm || Flamingo Ballroom Lobby
NOTE: After 12pm, contact information will be left at the table for latecomers to register.
8:00am - 9:00am
Continental Breakfast provided to registered attendees.
Welcome by SFA President, Britt Farley
9:00am - 9:20am
Remarks from Annual Meeting Committee Chair, Annia Gonzalez
9:20 am - 9:30 am
Panel Session #1, StoryCorps/Warmamas Community Archives at the University of Miami Libraries
9:30 am - 10:30 am
Béatrice Colastin Skokan and Bryanna Valentine Herzog, University of Miami Libraries
Patricia Figueroa Sowers, Warmamas
The StoryCorps-Warmamas Community Archives is a collaborative project between StoryCorps’ Military Voices Initiative, Warmamas (a Miami based grassroots organization), and the University of Miami Special Collections. Warmamas’ initiative provides a public space for the mothers of soldiers to tell the personal stories often hidden from major news headlines. The presentation will outline the significance of oral histories as a mechanism for civic and community engagement as well as the workflows, technological options, and challenges of processing video recordings for institutions interested in curating oral histories.
10:30 am - 10:45 am
Individual Papers #1
10:45 am - 11:45 am
Pit Crew Strategy: Maximizing Digitization Output and Access
Jessica Bright, The Revs Institute
The Revs Institute is a 501(c)(3) not-for-profit automotive museum, library, and archive that has a successful online digital library of over half a million images and growing. Revs recently brought digitization of the image collections in-house and is now making systematic additional digitization efforts to increase access to Revs’ historical collection materials that are in deteriorating formats, such as cassette tape, CD, DVD, LP, and VHS tape. To open these unique non-commercial items for research and use, Revs has strategically decided to digitize each of these formats through a combination of outsourcing and in-house operations according to cost, institutional need, use, and item degradation. Additionally, Revs provides audiovisual clips of each item for public and staff use in the catalog. The end goal is to strike a proper balance between item selection, copyright, access, monetization, operational cost-benefits and resources, and future preservation efforts.
Cleared to Land: Digitizing the Pan American World Airways, Inc., Records at the University of Miami
Laura Capell and Gabriella Williams, University of Miami
In 2016, the University of Miami Libraries received a grant from the National Historical Publications & Records Commission (NHPRC) to digitize the Printed Materials series of the Pan American World Airways, Inc. Records. The Printed Materials series provides insight into Pan Am’s impact on commercial aviation and includes 60 boxes of annual reports, brochures, directories, periodicals, and timetables. This session will provide an overview of the digitization project, including the selection and preparation of materials for digitization, scanning and quality control workflows, metadata creation, rights assessment, and ingest into CONTENTdm. The session will also highlight the impact of making more than 110,000 pages of content available online to researchers worldwide. In addition to the full-text searchable digital collection, a new online exhibit provides historical context. The UM Libraries also made the full-text OCR files available for bulk download to facilitate digital scholarship and in-depth text analysis.
What's Going On In This Picture: Describing Grant- Funded Photograph Collections
Laura Marion and Claire Barnewolt, University of Florida
Tara Backhouse, Ah-Tah-Thi-Ki Museum
In 2017, the University of Florida received grant funding from NHPRC to process the collections of Governor’s House Library. This included a large photograph collection comprised of negatives, slides, and prints that were disorganized and largely unidentified. The Ah-Tah-Thi-Ki Museum on the Big Cypress Reservation also received funding in 2017 from IMLS to catalog photographs from The Seminole Tribune newspaper, a collection in danger of being lost to the community due to lack of preservation. The completion of these grants later this year will increase and promote awareness of two unique 20th century collections that contribute to Florida’s diverse cultural past. These presentations will briefly discuss successes and challenges in processing large photograph collections with grant funding, as well as the strategies used by each institution in arranging, describing, and digitizing them.
Lunch On Your Own
11:45 am - 1:15 pm
Brown Bag Session, Archon to ArchivesSpace Migration
12:00 pm - 1:15 pm || Heron Boardroom
Moderator: Rachel Walton, Rollins College
Wilhelmina Randtke, Florida Academic Library Services Cooperative
Mary Rubin, University of Central Florida
Katie McCormick, Florida State University
In the winter of 2018-19, eight institutions using Archon hosting services through the Florida Academic Library Services Cooperative (FALSC) migrated from Archon to ArchivesSpace. Implementing ArchivesSpaces requires more than hitting the 'migrate' button. UCF and FSU will talk about their timeline and experiences, which includes the technological challenges, working with legacy data, collaborative approaches to cleaning up data, and customization. FALSC coordinated technology issues, including pulling exports from Archon, collecting a central list of mapping/metadata issues and requesting code customization to improve these mappings, and interacting with the open source community on Jira to solve a problem encountered by most institutions involved in the migrations. This panel provides different perspectives on migrating to ArchivesSpace and will allow for perspectives from attendees.
1:15 pm - 2:15 pm
Using an Archives Practicum for Screening of Students
Dean DeBolt, University of West Florida Libraries
For the past four years, one of the History Department classes at the University of West Florida has required undergraduates in the course to contribute forty hours of volunteer hours in the University Archives and West Florida History Center. Under the tutelage of the Archivist and Archives staff, we have provided opportunities for training, for archives instruction, for understanding of how research resources are gathered, stored, and made available. This presentation will share what we do and how we do it, and some of the information results that have arisen from such a cooperative venture.
Rethinking Archival Instruction: Moving Beyond "The Cabinet of Curiosities"
Rachel Walton, Rollins College
Florence Turcotte, University of Florida
Katie McCormick, Florida State University
This panel centers on innovative archival teaching practices in a higher education setting. The presenters, all experienced archivists and instructors from institutions across Florida, plan to share how they have moved beyond the “cabinet of curiosities” approach in their own archives teaching to create active learning environments that foster information literacy and critical thinking. Their experiences include stories of both success and failure, and together represent the full spectrum of classroom scenarios -- with “one-shot” instruction at one end of the spectrum and the archivist as instructor of record at the other. This discussion includes more than just a list of teaching tips, tricks, and “takeaways.” It is designed to spur dialogue about instruction experiences among both panelists and audience members to the benefit of academic archivists who find themselves working in similar modes, and it will also connect pedagogy with practice by providing relevant teaching standards and resources.
Individual Papers #2
2:15 pm - 3:15 pm
This Old Headquarters: Miami Military Museum
Anthony D. Atwood, Ph.D.
A presentation addressing Miami's military heritage and the restoration of the historic Miami Military Museum building. Foci will be historic preservation and archival aspects of this ongoing project, such as the base newspapers, service records, and the like.
Next Steps: Developing Your Preservation Plan
Laura Hortz-Stanton, Conservation Center for Art & Historic Artifacts
Effective stewardship does not simply happen - it must be thoughtfully planned. Once an organization has had a general preservation needs assessment, staff with collections care responsibilities should know how to develop and implement a preservation plan. An effective plan helps to optimize financial and staff resources and systematically approach preventive conservation issues. With budgets for collections care always being tight, these plans help to guide decision-making – determining what’s most important and where time and resources should be focused. This talk will give guidance in developing strategic 3 to 5 year preservation plans for archival collections. An effective preservation plan not only lists needs but also outlines strategies for achieving goals, establishes benchmarks, puts forth timetables, and assigns responsibilities. At the end of the session participants will have tools to begin the planning process and be planning leaders within their organizations.
Because We Care: Building Relationships Through Preservation
Hannah Davis, Florida State University Libraries
This presentation explores fostering and maintaining community relations through providing preservation support. In fall 2018, FSU Special Collections & Archives received a call from a friend of the division who had suffered a massive mold outbreak in his home. The mold affected his entire personal rare book collection, which also represents the culmination of his academic research over the past 60 years. Feeling a responsibility to ensure the long term access to these rare texts and help a long-time friend of the FSU Libraries, we coordinated a task force to remediate the mold spreading across his collection. The presentation will also provide an overview of the mold remediation process, coordinating and training staff, and reflections on providing preservation support for private collections.
3:15 pm - 3:30 pm
Panel Session #2, Exploring Celebrations and the After Effects
3:30 pm - 4:30 pm
Michael Zaidman, JM Family Enterprises
John Nemmers, University of Florida George A. Smathers Libraries
Sandra A. Varry, Florida State University Libraries
Every year is a celebration of some sort. How will you celebrate your next milestone? Three presenters will share their experiences celebrating anniversaries at their organizations. John Nemmers will discuss the exhibits, programs and publications relating to the Panama Canal Museum Collection from the Centennial of the Panama Canal in 2014 at the University of Florida. Sandra Varry at Florida State University will discuss how the 150th anniversary was the impetus to create the Heritage Protocol. She will also discuss her time celebrating the 50th anniversary at the University of Central Florida. Michael Zaidman will cover JM Family Enterprises’ 50th anniversary celebration, which included a traveling exhibit, historical articles, activities and meeting with a variety of departments to forge new relationships for collecting materials.
Session #2, Speed Networking
4:30 pm - 5:00 pm
Society of Florida Archivists
Meet Archivists Near You! Everyone is encouraged to participate in this inaugural event where archivists will be paired up in a series of one-on-one quick two- to three-minute "meetings." We will have specific archivists to talk to about working in the different archive settings (public libraries, academic libraries, corporate, etc.), working on SFA committees, working on DAS or ACA certifications, and many other various factors one can find in our vast field. Join us and learn more about archives and archivists in Florida!
6:00 pm - 8:00 pm || Green Library, Florida International University, 11200 SW 8th Street
(pre-registration is required)
On the Care and Feeding of a Miami Collection
Seth H. Bramson, The Bramson Archive
Attendees will have an opportunity to learn more about the collecting of Miami and Floridiana memorabilia as well as the various types of items, from hotel and restaurant china, silver, menus, linens and booklets and brochures to municipal and county publicity material, signs, advertising items, photos, negatives and postcards as well as transportation memorabilia from dining car items to wax sealers, ticket dater dies, lanterns and more.
8:00 am - 12:00 pm || Flamingo Ballroom Lobby
NOTE: After 12pm, contact information will be left at the table for latecomers to register
8:00 am - 9:00 am
Continental breakfast provided to registered attendees
SFA Board of Directors Meeting
8:00 am - 8:45 am || Heron Boardroom
8:45 am - 9:00 am
Individual Papers #3
9:00 am - 10:15 am
Assisting the "U" Celebrate Desegregation and LGBT History
Koichi Tasa, Otto G. Richter Library, University of Miami
Digitization of the University of Miami’s historical publications and organizational records has been a top priority for the University Archives since the reestablishment of the department in September 2007. The main reason to digitize materials, such as The Miami Hurricane newspaper published since the 1920s, was to provide better access to the contents than microfilm while protecting the deteriorating original issues. However, it did not take long for the Archives staff to realize that the digitized student newspaper could help them verify past news and events of the University that was not possible in the earlier formats. The faces of the first African-American students and their compelling testimonies at the first year of integration was reported by the student newspaper in spring 1962. The first organization of a student gay and lesbian group can be traced back to spring 1975 by searching the newspaper by keywords. My presentation will discuss the impact of those discoveries that allowed us to collaborate with student groups, faculty, and alumni as well as to demonstrate the Otto G. Richter Library’s capability and commitment for the University community.
How clothing can generate political commentary: a discussion of the FAU Libraries exhibition, T-shirt as Political Vehicle
Simone Clunie, Florida Atlantic University Libraries
This presentation is an example of how Special Collections material can be used to enhance university educational endeavors, and is intended to engage archivists and curators, including those who create exhibitions. It follows the cross collaborative process between library departments from the initial research, through to the mounting of the exhibition, T-shirt as Political Vehicle in FAU’s Wimberly Library. The exhibition was presented as an historical timeline of the t-shirt’s beginnings as men’s underwear to its contemporary status as gender neutral attire. Sourced from two faculty collections donated to FAU Libraries’ Special Collections in 2016 which focused on the Presidential Campaigns of 2008 and 2016, the t-shirts displayed were a useful way to promote discussion and formulate analysis and critiques of issues like sexism, racism, misogyny, ageism, and homophobia.
Making Community Archives Relevant in the 21st Century through the Brown Bag Lunch Series at The Black Archives
Timothy Barber and Jocelyn Hurtado, The Black Archives History and Research Foundation of South Florida, Inc.
The purpose of this session is to discuss the Black Archives History and Research Foundation of South Florida, Inc.’s archival program, the Brown Bag Lunch Series. The program was created in October 2018, to educate the public on some of the collections held in our community repository, as well as to encourage the community to continue to donate materials. Typically, talks are paired with a visual presentation, visual displays and the series is live streamed through the organization’s social media platforms. Members of the public are invited to come to the Archival Wing of the Black Archives Historic Lyric Theater Cultural Arts Complex during their lunch hour to enjoy a brief, yet informative talk over lunch. Attendees have the opportunity to ask the archivist and staff questions, as well as gain a close-up view to some of the materials in our repository.
Mosquitoes, Biomedical Education, and Special Collections: Engaging the Past and the Present to Promote an Unusual Archival Collection
Bridget Bihm-Manuel and Nina Stoyan-Rosenzweig, University of Florida George A. Smathers Libraries
In October 2018, the Department of Special and Area Studies Collections at the University of Florida co-hosted a unique and highly collaborative two-day symposium on mosquito-borne illnesses that provided a special interdisciplinary focus on past and present health-related issues. The purpose of the symposium was “to support UF’s archival biomedical collections and to promote education among students, faculty, scholars, and working professionals” as stipulated by the Melvin J. and Marilyn S. Fregly Endowment for Biomedical Sciences and Humanities Collection, which funded the event. This paper details the creation of the symposium whose planning, funding, and design provides examples and potential inspiration for other institutions to develop interdisciplinary approaches to relevant social and health issues. It will also demonstrate ways to promote collections and research within the university, to appeal to both an academic and general audience, and to respect the wishes of the collection’s donor.
10:15 am - 10:30 am
Annual Business Meeting
10:30 - 11:30 am
11:30 am - 1:00 pm || Sandpiper Ballroom, Hilton Garden Inn Miami, Dolphin Mall
Keynote Address by Dr. Paul George
Panel Session #3, Full Exposure: Public Programming and Outreach for the Archives
1:00 pm - 2:00 pm
Rene Ramos, Lou Ellen Kramer, David Frassetto, and Kevin Wynn, Miami Dade College
Community outreach is vital to developing support and sustainability for an archives. Wolfson Archives at Miami Dade College has developed a multi-pronged outreach approach involving online, television, and in-person programming. Public programs include a "behind the scenes" video blog that takes a lighthearted look at archiving workflows; community presentations about family archiving and personal media preservation; and thematic television and live programs delving into multimedia historical content. In this discussion-based panel session, Wolfson Archives staff will share experiences creating and delivering the programming, including strategic goals and outcomes. The staff will answer questions and share the ups and downs of building a successful community outreach program.
2:00 pm - 3:00 pm
Ma'ams and Money: Stories of Miami's Women Entrepreneurs
Gena Meroth, Nova Southeastern University,
Annia Gonzalez, Florida International University
Women have played a significant role in the founding and shaping of Miami and the greater South Florida area. From its auspicious beginning in 1896, Miami, the only major city founded by a woman has continued the tradition of support for strong, entrepreneurial women. This session will highlight the women artists, environmental activists, judges, politicians, land developers, and medical personnel who shaped and contributed to the growth, significant history and political climate from the late 1800’s to early 2000’s. Drawn from the women’s archives of Florida International University and Nova Southeastern University these comparative narratives will then be applied to the current coterie of women in South Florida, so their stories can be documented and remembered in due course.
Free People of Color in Antebellum Florida: A Digital Archives
Kenneth Lipartito and Jamie Rogers, Florida International University
Jairo Ledesma, Miami Dade College
Funded by the Mellon Foundation Humanities Edge Project, faculty and students from Florida International University and Miami Dade College are working together to transcribe and digitally archive documents from the Monroe County Public Library. Their work focuses on court cases and related documents telling the story of free people of color in Florida after it became a territory of the United States during the period of slavery. The cases involve the arrest and detention of free people of color, who were prohibited from living in Florida according to an 1832 act of the Territorial Legislature. As the research has shown, this blanket prohibition, reflecting the fears and racial antipathy toward African Americans and Afro-Caribbeans, was often enforced more sporadically than the law might suggest, owning to the complex entanglements of African Americans and Afro-Caribbeans in the economy of Key West and participation on sailors in ships plying the waters of the Florida Straits and Caribbean.
3:00 pm - 3:15 pm
Poster Session Exhibition
Escape the Library... using archives!
Mary Rubin, University of Central Florida
Implementing Facial Recognition Technology in a Municipal Archives Digitization Project
Rebecca Bakker, Florida International University
The Institutional Repository and University Archives as Partners in Advancing Access to Materials
Jill Krefft and Rhia Rae, Florida International University
Opening the Closed Doors: National Park Service Collections Past, Present, and Future
Bonnie Ciolino, South Florida Collections Management Center
Sparking Joy in the UNF Rare Books Collection
Susan Swiatosz, University of North Florida
Special and Rare materials: Bibliographic Cataloging and Metadata Initiatives Through a Visual History of Cuba and the Cuban Diaspora
Alejandra Barbón and Dania Vazquez, University of Miami Libraries
Individual Papers #4
3:15 pm 4:15 pm
The Dreaded De-accessioning
Katharine Labuda and Rose Nicholson, Florida International University Libraries
Deaccessioning is a vital part of collection management that often gets overlooked in an archival workplace where acquiring and processing take precedence. That was the case at the FIU University Archives until it was discovered that many collections contained materials that would not be accessioned and accepted into the archives at the present time. Should we reevaluate old collections based on the standards we have in place now? How can we streamline accessioning of new collections in order to prevent less need for deaccessioning in the future? In this session the University Archives Librarian at FIU will discuss how working with the Records Management Liaison inspired an effort to look back to the past in order to better understand the present under the guise of the dreaded deaccessioning.
The John L. Volk Collection
Janet DeVries Naughton, Palm Beach State College
Shellie A. Labell, Preservation Foundation of Palm Beach
This session illustrates and describes the workflows established by archivist Shellie Labell to accession, process, and create an inventory for two truckloads of architectural drawings, business records, photographs, books, personal correspondence and periodicals from the late Palm Beach architect John L. Volk. The 26,000 drawings arrived in over 500 galvanized steel tubes and the papers were stored in 120 letter storage boxes. Using librarian/archivist ingenuity and organization skills, Labell quickly invented an efficient processing workflow for accessioning, flattening, rehousing, and inventorying the collection, which is appraised at $1.6 million. She and three part-time archival consultants completed the project in just five months, in time for the Preservation Foundation's 2019 season. Labell and archival consultant Janet DeVries Naughton will describe the collection and the process in detail.
Diversity and Inclusion Practices: The Impact of Preserving Diverse Voices
Kryslynn E. Collazo, University of South Florida
As the population of diverse groups has increased, it has become much more prevalent to actively document diverse voices who have been overlooked or marginalized in the past. The University of Central Florida Libraries Special Collection and University Archives have partnered with the Central Florida community to ensure changing the narrative surrounding diverse groups. This presentation will describe how the processing of two distinct collections have led to a deeper understanding of the efforts being taken in shrinking the divide of barriers through community involvement and education. The presenter will discuss the necessity to collect and preserve documents about diverse groups in order to ensure their stories will not be told by outsiders who have limited knowledge or no connection at all.