BTL-WMB 2020 renovation

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  • superseded files: holding place for superseded files.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)

1. room inventory - beth and mandy walked through each space and documented our first pass findings
2. photographic - exterior, interior, soa spaces, library/archives collections spaces.  STATUS: deferred
3. office inventory - what needs to move and where?
4. 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 /wiki/spaces/apl/pages/80156420 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)