Spring 2016 Meeting


If These Walls Could Talk:

Exploring and Managing Facilities in Archives

Friday, May 20 | 8:30a.m. to 4:30p.m.

Cooperative Extension Building
Kentucky State University
Frankfort, KY


Online registration is now closed. Registration will be available onsite, but it will not include a lunch order. Only cash or checks will be accepted


KCA Spring 2016 program

8:30-9:00 a.m. Registration and Refreshments

9:00-9:15 a.m. Welcome (Sarah Dorpinghaus, KCA Chair)

9:15-9:45 a.m. The Filson’s Campus Expansion Project: Communication, Contractors, and Continuity (Jennie Cole and Johna Picco, The Filson Historical Society)

9:45-10:30 a.m. Clifford, The Big Red HVAC: Assessment and Advocacy (Jackie Couture and Ashley Thacker, Eastern Kentucky University)

10:30-10:45 a.m. Break

10:45-11:15 a.m. Frankel and Curtis: A Physical and Digital Exploration of Campus Architecture (Nick Hodge and Sommer Cade, UK Learning Lab)

11:15-11:45 a.m. Storing and Accessing Facilities Information: A View into UK’s Facilities Library (Ginny Daley, UK Facilities Library)

11:45-12:30 p.m. Lunch

12:30-1:30 p.m. KSU Repository Tour

1:30-2:15 p.m. Membership Business Meeting + Voting

2:15-2:30 p.m. Break

2:30-3:15 p.m. Low Cost and Effective Disaster Planning (Sarah Hopley, Murray State University)

3:15 p.m. Carpool to State Records Center (6 min drive, 1425 Leestown Road)

3:45-4:30 p.m. State Records Center tour

4:30 pm Conclusion of tour and meeting


Session Abstracts

Low Cost and Effective Disaster Planning

Planning for a disaster is often something not thought about until you find yourself in the middle of one. This presentation will introduce the basics of disaster planning and offer low cost tools and suggestions for implementation. It will cover all types of cultural institutions – archives, museums and libraries.

Speaker: Sarah Hopley, Murray State University

Storing and Accessing Facilities Information: A View into UK’s Facilities Library

Most academic campuses have a repository where all the building and property records are maintained for use by current facilities staff. Often called a plan room, records center, or documents room, these dynamic hubs of facilities information often operate outside of academic libraries, archives, and special col-lections operations. Using UK’s Facility Library as an example, I will give an overview of what kinds of materials are maintained and some of the challenges of providing access to these materials to various user groups over time. Touching on issues such as public records law vs. campus security, maintaining hard copies and electronic records simultaneously, I’ll also provide some pointers to resources such as useful publications, professional organizations, and examples of creative connections with special collections materials.

Speaker: Ginny Daley, managed UK’s Facilities Library for several years and currently works with UK’s Capital Projects Management Department archiving the university’s electronic records pertaining to construction projects.

Clifford, The Big Red HVAC: Assessment and Advocacy

Jackie Couture, Team Leader of Eastern Kentucky University Special Collections and Archives, and Ashley Thacker, University Records Administrator, propose to talk about the assessment and advocacy that was involved in the recent installation of a new Heating, Ventilation, Air Conditioning (HVAC) unit in Special Collections and Archives. You’ll learn what you need to make a case for an upgrade (data collection, air quality, evaluation, etc.) and how to get buy-in from those who can help.

Speakers: Jackie Couture Jackie.couture@eku.edu; Ashley Thacker Ashley.thacker@eku.edu

The Filson’s Campus Expansion Project: Communication, Contractors, and Continuity

The Filson Historical Society in Louisville, Kentucky is currently undergoing a campus expansion project to renovate its existing facilities, along with adding on an additional building and creating a campus-like environmental setting. Members of the Filson’s Special Collections staff will address the history of this project as it relates to the Collections Department (Library, Museum, and Special Collections), including its planning phases, moving and working through the construction, and future plans.

Speakers: Jennie Cole and Johna Picco

Frankel and Curtis: A physical and digital exploration of campus architecture

Through processing the Frankel and Curtis architectural drawings collection, two students developed pro-jects that address the physical and also theoretical concepts of preserving and researching design-related collections, specifically those related to college campus design. The students will describe the physical processing of the collection, along with workflow and preservation considerations and then detail their research projects, one of which describes a digitization plan that includes 3D models for architecture students; and the other which uses blueprints to explore urban planning and transportation—significant since the University of Kentucky has included transportation options in its facilities and strategic planning.

Speakers: Nick Hodge and Sommer Cade, University of Kentucky undergraduate students, participants in the Special Collections Research Center’s Learning Lab program


Directions and Parking

The meeting will be held at the Cooperative Extension building, 400 East Main Street, on the campus of Kentucky State University. It is the second building on the left when using the main campus entrance. The parking lot is between the first building and Cooperative Extension. Please pick up a (free!) visitor parking pass from the guard shack when you enter the lot.

For those attending the State Records Center Tour in the afternoon, there is limited parking so please carpool as much as possible. The SRC is located at 1425 Leestown Road. Heading toward Lexington from Frankfort, it’s on the right about 3/4 of a mile from the intersection of Leestown Road (421) and Versailles Road (60).