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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    • superseded files: holding place for superseded files.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 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)


4.0 return plans TBD

  • what goes where?


Draft working space

archives : stx1

archives : stx 2

archives : stx 3

library : special collections stx4

library : general collections stx5

library : general collections stx6

library : unprocessed collections stx7 open

library : unprocessed collections stx7 cage north

library : unprocessed collections stx7 cage south


archives : btl1

archives : btl2

archives : btl2a

archives : btl3

archives : btl3a

archives : btl4

archives : btl6

custodial : btl7 closet

machine : btl39

custodial : btl41




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