Date: December 2019
Stakeholders: Diane Walker
University Archives
Rare Books & Special Collections
Researchers/Students/Patrons
Sponsor: Tracy Bergstrom
Members of the PROJECT TEAM
Project Manager: Miranda VanNevel
Core Team: Natasha Lyandres James Cachey Matt Wilken
Patrick Milhoan Jennifer Brcka Joe Smith
Tim Blewett Scott Kirycki
IT/Systems Team: Aaron Bales Rob Fox
Andy Boze Tom Hanstra
DESCRIPTION of the PROJECT
The Provost’s office has approved a budget to support the renovation of the Kenmore Annex current Archives space to install mobile high density shelving to replace their current static shelving. The installment of new high density shelving will greatly increase the capacity within the current Archives’ space. This will allow Hesburgh Libraries’ Rare Books and Special Collections department to move some of their materials out the Kenmore Annex in addition to making more space for Archives materials.
The construction aspect of this project is complicated by the fact that the current static shelves are already full of Archives’ materials. These materials will need to be moved prior to the beginning of construction. Many or all of the archival collections currently stored in the Annex will need to be accessible to patrons during the construction period. In addition to these concerns, many of these items are sensitive, restricted and/or fragile and therefore require special handling and secure storage throughout the life of the project.
OBJECTIVES
To increase the capacity of the Archives’ space at the Kenmore Annex to allow for additional Archives’ materials as well as RBSC materials to be stored there, to ensure environmentally appropriate and secure storage is available for our most valuable collections.
To maintain controlled access, safety, environmental stability, and security of all materials during construction, ingest, and operations, in order to support ongoing operations.
To identify and implement a tool to accurately track the location of items to allow for quick retrieval and long term accessibility, making us good stewards of our materials.
SCOPE of the PROJECT
Key Deliverables:
Contract with shelving company
Contract with moving company
Modifications to HVAC
High density mobile shelving
Item tracking system and metadata management system
Labels and additional enclosures (shelves, boxes, items, etc)
PROJECT MILESTONES and TIMELINES
Milestone 1: Vendor Selection - On Hold
Space analysis
Shelving vendor selection
Book Move vendor selection
Milestone 2: Inventory Management System
Options analysis - Completed Summer 2020
System(s) selection - Completed Summer 2020
System integrations
System implementation
Milestone 3: Collection Preparation
Guidelines of each unit on what is housed in Annex
Barcoding
Record location management
???
Milestone 4: Planning - On Hold
Prep for temporary move decision (barcoding necessary?)
Identify blackout periods for physical moves
Negotiate/specify environmental targets
Project timeline
Communication plan
Milestone 5: Construction - On Hold
Move out of Archives’ annex space
Flooring
Shelf installation
Environmental control systems modifications
Milestone 6: Physical Ingest
Shelf labeling
Move of original items back to new mobile shelving
Move of additional items from Hesburgh
Move of collections from 6th floor to RBSC basement
Milestone 7: Ongoing Operations
Retrieval process
Workflows for daily servicing of collections
Ongoing ingest process/policy
Because of COVID 19 and its resulting circumstances, new milestones for 2020-21 were created in addition to those above. See this addended milestones document.
MEASURES of SUCCESS
Items are findable and can be serviced throughout the project and after its completion.
Operational workflows have been created that allow for timely retrieval of items as needed on set schedules.
HIGH LEVEL RISKS
Security, confidentiality, safety, and accessibility of the items will need to be considered at each stage of the project.
There could be timelines driven by the procurement process and construction that we will be unable to adjust.