Friday, May 25

8:00-9:00

Breakfast with SSA Leadership/SSA Past, Present, and Future
Salon C

9:15-10:45

Session 3
Thinking Outside the (Archival) Box: Presenting about archives to non-archivists (Lightning Talk)
Salon C

Katie Salzmann (Chair), Texas State University
Joshua Youngblood, The University of Arkansas
Sally Sinor, Parish of Orleans, LA
Robert Weaver, Texas Tech University
Jelain Chubb, Texas State Library & Archives Commission
Bro. Edward Loch, Archdiocese of San Antonio
Mary Manning, The University of Houston
Jennifer Hecker, KLRU-TV, Austin City Limits Archive Project

This session will explore the ways archivists share information about our collections, our communities, and our profession with others. Eight speakers representing academic, historical, religious, government, and cultural archival repositories will speak on their experiences presenting to groups of non-archivists. Sponsored by the Ad Hoc State Partnership/Outreach Committee, the goal of this session is to encourage SSAers to think about new ways to communicate with stakeholders and to reach new audiences.

9:15-10:45

Session 3
If You Build It – They Won’t Come Unless It’s Easy to Find: Case studies on creating metadata and improving access to the Texas Digital Archive
Salon B

Halley Grogan, Archivist II, Texas State Library and Archives Commission
Cait Burhans, Archivist II, Texas State Library and Archives Commission
Mackenzie Ryan, Reference Librarian, Texas State Library and Archives Commission
Tonia Wood, Senior Reference Archivist, Texas State Library and Archives Commission

In January 2015, the Texas State Library and Archives Commission (TSLAC) received funding to launch the Texas Digital Archive (TDA), the library’s first platform for long-term preservation of electronic records. The TDA also provides access to TSLAC’s digitized collections, a separate challenge from born-digital records. These three case studies address how TSLAC’s archivists and reference librarians tackled legacy metadata issues prior to ingest of digitized collections; addressed workflow challenges for updating description across multiple platforms; and learned how to continually improve access to digitized materials from users of the TDA. These lessons learned will benefit all SSA members interested in digitization, metadata, access, and outreach, regardless of the size of your institution. Long-term preservation systems are a valuable and necessary tool for archives but if you can’t efficiently access the materials, what’s the point?!

9:15-10:45

Session 3
The Tangled Web of Web Archiving: Using Archive-It in a Small Institution
Salon A

Kristy Sorensen, Associate Director of the Library and Head of Archives and Records Management, Austin Presbyterian Theological Seminary
Nikki Koehlert, Digital Archivist, Austin History Center
Itza A. Carbajal, Metadata Librarian, LLILAS Benson Latin American Studies and Collections
Jillian Lohndorf, Internet Archive

Capturing web-based content is increasingly essential for archives, both to meet records retention mandates, and to document in-person and online communities. Knowing this, in 2006 the Internet Archive developed an on-demand and curator-controlled web archiving service called Archive-It. The Austin Seminary Archives, a small repository, began their archiving program using Archive-It in 2015 (www.austinseminary.edu/webarchives). As the archivist, Kristy Sorensen proposed and managed the project and her two successive part-time archives assistants (Itza Carbajal and Nikki Koehlert) researched best practices, developed workflows, and took on the day-to-day management of the collections.

In this session we will discuss practical aspects of using Archive-It to start a web archiving program in a small institution, including:

  • Overview of web archiving
  • Challenges of web archiving
  • Making a case to the administration
  • Creating a web archives policy and scope
  • Researching and documenting procedures and workflows
  • Routines developed for crawling seeds, setting scoping rules, creating collections, and checking for quality assurance
  • Designing a workflow for metadata
  • Promoting and explaining the collection to patrons
  • Lessons learned and ideas for the future

The session will include time for questions and discussions with attendees as well as sample workflows and policies.

10:30-11:00

Coffee with Vendors
La Corona/Pre-Function

11:00-12:00

Session 4
Other duties as assigned: Dealing with RM issues in the archive
Salon C

Jennifer Day, Archivist, The City of Oklahoma City
Mike Strom, State Archivist, Wyoming State Archives
Jelain Chubb, Texas State Library & Archives Commission

The realms of archives and records management do overlap, and there are times when you may find yourself dealing with material barely outside of its life cycle. In this session, panelists discuss records management issues archivists are likely to encounter. Handling email, text messages, social media, and footage from police body cameras can have complex legal ramifications. The panel would like to engage attendees in a discussion about how to make a compelling argument to their institution to support records management in light of the legal issues we encounter.

11:00-12:00

Session 4
Digital preservation: wrangling workflows and fun with floppies
Salon B

Rebecca Russell, Archivist, Rice University
Amanda Focke, Asst. Head of Special Collections, Rice University

Archives increasingly bear responsibility for stewardship of born-digital materials. Implementing reasonable workflows to support these complex activities is a pressing and persistent challenge.
This session will offer a two-part look at digital preservation: current progress of national efforts to refine the relevant software available to archivists, and a case study of preserving rapidly aging legacy media formats (such as 3.5” floppy discs) using BitCurator and ArchivesSpace. Session attendees will gain practical information about approaching digital preservation in their repository.

Panelist #1, Rebecca Russell, will present the latest progress in a national level IMLS grant project, the Open Source Software Archival Workflows (OSSArcFlow) with BitCurator, ArchivesSpace, and Archivematica. educopia.org/research/ossarcflow
Panelist #2, Amanda Focke, will present a case study of preserving content from legacy media formats, using legacy drives bought on eBay, BitCurator software, creating and storing an Archival Information Package, and adding description to the finding aid in ArchivesSpace.

11:00-12:00

Session 4
Preserving Southern Queer History: Collaborations with LGBTQ Community Archives
Salon A

Morgan Gieringer, Head of Special Collections, University of North Texas
“Collecting the Dallas Way: A Partnership to Preserve LGBTQ History”
Robert Emery – The Dallas Way (community organization)
Brian Riedel – Assistant Director of the Center for the Study of Women, Gender and Sexuality at Rice University

Long before universities started collecting LGBTQ materials, community members preserved queer history in their homes, garages, and attics. LGBTQ community archives evolved as members of the queer community recognized the need for a communal space which could serve as an informal repository for personal archives. Collectively, individual materials contributed to a growing, rich historical record of queer experience in the southern social and political milieu. Within the last decade, repositories have acknowledged the importance of collecting and preserving LGBTQ records. For repositories with an LGBTQ collecting focus, community archives offer opportunities for mutually beneficial collaboration. Archives at universities can provide services and resources that ensure materials held in community archives are preserved and made available to future generations. This panel will discuss interactions and collaborations between LGBTQ community archives and repositories at universities and will examine the impact such collaborations have on the archival profession.

12:00-1:30

Lunch on your own

12:00-1:30

Alliance for Local Music Archives (ALMA) Lunch Meetup
Off-site: The Station Cafe
This lunchtime gathering will provide an information-sharing and networking opportunity for anyone documenting, preserving, or doing research or outreach concerning local music communities. The format will consist of a round-robin-style discussion with each attendee giving a brief overview of the work they are doing, and sharing any issues they are facing that may benefit from input from the group. Please join us!

1:30-3:00

Session 5
“Monumental” Challenges: Government Archives and Confederate Memorials
Salon C

John H. Slate, CA, FSAA, City Archivist, Dallas Municipal Archives
Kristi Nedderman, Assistant City Archivist, Dallas Municipal Archives
Christina Bryant, Archivist, New Orleans Public Library Louisiana Division/City Archives
Jelain Chubb (Chair/commentator) State Archivist, Texas State Archives and Library Commission

Many different challenges face local and state government archives in the Southwest as they assist both citizen and internal constituents in the debate over public memorials to the Confederacy. Speakers will address issues raised in each community and the role of archives in the deliberations process.

1:30-3:00

Session 5
Shining a Light into the Stacks: Revealing our Collection’s Hidden Gems through CLIR’s Digitizing Hidden Collections Grant
Salon B

Danielle Butler, Archivist, Butler Center for Arkansas Studies
Sarah Bost, Student Success Archivist, UA Little Rock Center for Arkansas History and Culture
Amy Mondt, Associate Director, Vietnam Center and Archive at Texas Tech University
Sheon Montgomery, Reference Archivist, Vietnam Center and Archive at Texas Tech University

Representatives from two of the institutions that have received CLIR Digitizing Hidden Collections grants will discuss their efforts to make collection material more accessible and to grow their extant digital collections. The Vietnam Center and Archive at Texas Tech is maximizing the productivity of a functioning digitization workflow through their Declassified! Digitizing the Records of the Vietnam War project. UA Little Rock joined with community partners to uncover collections on desegregation in Arkansas public education through their The Road from Hell is Paved with Little Rocks project. Using a compare and contrast model, representatives from these institutions will share their strategies and experiences for large-scale digitization projects. Topics will include single vs. multi-institution projects, in-house vs. outsourcing digitization, digital preservation, rights management, project and grant management, and usability.

1:30-3:00

Session 5
Best Fest: Archives Outreach Events Skillshare
Salon A

Molly Hults, (Chair), Archivist, Austin History Center, Austin Public Library
Felicia Williamson, Archivist, Dallas Holocaust Museum
Abbie Weiser, Assistant Head, Special Collections, University of Texas at El Paso
Sandra E. Yates, Archivist & Special Collections Librarian, McGovern Historical Collections, Texas Medical Center Library
Jennifer Day, Archivist, The City of Oklahoma City
Brian Collins, Dallas History & Archives, Dallas Public Library
James Williamson, Digital Preservation Librarian, Southern Methodist University

Efforts to increase archives awareness in the Southwest through Archives Bazaars and Preserving Family Memories workshops have grown exponentially in the past year. This session brings together representatives from the Austin, Houston, Oklahoma, and Border (El Paso/Las Cruces) Archives Bazaars and Preserving Family Memories-Dallas to provide a resource for folks considering putting together a similar event in their area, but also to support each other in finding solutions to problems, and ways to take our events to the next level. The session will begin with each group presenting a very brief overview of their event, highlighting what worked and what didn’t. Then we’ll move into a moderated open discussion with audience participation and a sharing of documents created during the planning process of past events.

Discussion topics will include: fundraising & sponsorships; spending publicity dollars wisely; improving your merch game; improving accessibility; connecting with underserved communities; post-event assessment; impact on the general community and the archival community; and resource sharing.

3:00-3:30

Coffee with Vendors
La Corona/Pre-Function

3:00-3:30

Student Poster Session
La Corona/Pre-Function

6:00-9:00

All-Attendee Reception at the Witte Museum
Buses will pick attendees up at the lobby entrance. Buses arrive at 5:30 and will depart promptly at 6:00.