Thursday, May 24

8:30-9:30

Welcome & Plenary Address
Salon C

9:30-10:00

Catered Break with Vendors
La Corona/Pre-Function

10:00-11:30

Session 1
ArchivesSpace: Development Through Community Building
Salon C

Rebecca Romanchuk, Archivist III, Texas State Library and Archives Commission
Alston Cobourn, Processing and Digital Assets Archivist, Special Collections and Archives, Texas A&M University – Corpus Christi
Norie Guthrie, Archivist and Special Collections Librarian, Woodson Research Center, Fondren Library, Rice University
Anna M. Reznik, Archivist I, Texas State Library and Archives Commission
Susan Floyd, Accessions Archivist, Texas State Library and Archives Commission

This session will facilitate a conversation on developing ArchivesSpace in diverse archival institutions by providing a forum to focus on our respective decision-making processes. Topics will include how we’ve individualized the system to our specific repository needs, how we’ve tackled dealing with multiple legacy data sources feeding into the system, and how we’ve developed evolving workflows—for decision-making as well as for training other staff. We will share instructional documents for all levels of this work, from planning stages to hands-on ingestion. Presenters will relate opportunities afforded by ArchivesSpace that are an enhancement to the advantages of belonging to their regional EAD consortium, Texas Archival Resources Online. Participants will be invited to join a nascent ArchivesSpace community based on this session in which users across the SSA region can continue to benefit from our members’ growing and shareable expertise, including in an ongoing forum decided upon by attendees.

10:00-11:30

Session 1
Unusual Archival Partnerships
Salon B

Morgan Gieringer, Head of Special Collections, University of North Texas
Amy Blackburn, DART Project Archivist, University of North Texas
“Next stop, Archives! A partnership to preserve the history of Dallas Area Rapid Transit”
Ann Hodges, Head of Special Collections, Texas A&M Corpus Christi
“Is This Worth Doing? Corpus Christi Collaborates on the Texas Jazz Festival Archives”
Lauren Goodley, Archivist, Wittliff Collections, Texas State University
“Partnership with the Austin Film Festival”
Matt De Waelsche, Archivist/Librarian II, Texana/Genealogy Department, San Antonio Public Library
“The San Antonio African-American Funeral Program Collection: A Community Collaboration”

The benefits of collaboration are obvious— by sharing costs and responsibilities, archivists are able to do more with less. But partnerships with outside entities can be difficult to sustain in an archival environment, especially when working with people unfamiliar with archival practices. In this session four archivists discuss their experience in unusual collaborations to preserve the records of a local LGBTQ community, a jazz festival, a film festival, and African-American funeral programs. Presenters will share first hand experiences of both the challenges and the benefits of collaborations. By working in ongoing partnership archivists and their collaborators have furthered the shared goal of acquiring, preserving and providing access to historical records.

10:00-11:30

Session 1
Beating the Backlog: Capturing and Repurposing Metadata Prior to Digitization to Ensure Adequate Description and Access
Salon A

Gregory Pierce, Metadata Coordinator, UNT Special Collections
Ana Niño, Digitization Assistant, UNT Special Collections
Paul Calardo, Sales Manager, Scene Savers

Given the task of ingesting 50,000 new metadata records, UNT Special Collections used cell phone photos to repurpose metadata, then harnessed linked data tools in Excel and WikiMedia to ensure student metadata technicians would have access to information when describing the records. Upon creating our database, we found that it also gave useful information to the digitization vendor and created access to tape content titles during their digitization and ongoing description. This session will cover how we sent 2,000 UMatic tapes from the NBC 5-KXAS Collection out for digitization and how Scene Savers took the data we gave them, imported it into their own database to customize their workflow to our standards. The discussion then focuses on the benefits of both databases in regards to metadata outsourcing, quality control, and content searching in the interim. Our goal is to inspire hesitant archivists to digitize large quantities of material without the risk of an unmanageable metadata backlog.

11:30-1:00

Lunch on your own

11:30-1:00

TARO Brown Bag
Salon B

1:00-2:30

Session 2
Social Media, Archives, and Outreach: Lessons Learned in Our First Five Years
Salon C

Robert Weaver, Southwest Collection, Special Collections Library, Texas Tech University
Elissa Stroman, Southwest Collection, Special Collections Library, Texas Tech University
Katelin Dixon, Southwest Collection, Special Collections Library, Texas Tech University

This three-person panel is aimed at archivists and special collections librarians interested in using social media to promote their archives and its holdings. Five years ago, the Southwest Collection/Special Collections Library implemented a social media project encompassing several platforms: Facebook, Tumblr, Twitter, Pinterest, and WordPress, and has since added Instagram to the roster. Thousands of Followers and views later, the project has enjoyed a great deal of success, but this was not guaranteed from the start. This presentation will describe the initial project plan, explaining what went right and what went wrong at various points along the way. It will also focus on selecting suitable materials, specifically with an eye towards audio/visual media curation and different methods of presentation (including a brief tutorial on creating memorable gifs). Finally it will show how these lessons were applied and adapted to a new special collections department at Texas Tech University.

1:00-2:30

Session 2
The Multigenerational Archives
Salon B

Mary Manning, University of Houston
Jessica Tucker, Texas State Library & Archives Commission
Jeremy W. Brett, Texas A&M University

A roundtable discussion related to ageism in the archival profession and structured to generate ideas on how to promote healthy multigenerational archives, consisting of session attendees and a diverse group of roundtable members of varying ages and experience levels considering the unique challenges and benefits of being in a particular age group or experience level in the profession. Discussion will also include hurdles faced or misperceptions encountered as wells as successes achieved working together and learning from each other.

1:00-2:30

Session 2
Archival Chimeras: Processing and Providing Access to Hybrid Collections
Salon A

Julie Judkins, Assistant Head of Special Collections, University of North Texas
Rikki Chesley, Head of Archives & Special Collections, Athens-Clarke County Library
Lilly Carrel, Project Archivist, Bentley Historical Library, University of Michigan
Julianna Barrera-Gomez, Digital Archivist, University of Texas at San Antonio

Archives and Special Collections are increasingly receiving “hybrid collections” that include both analog and born digital materials. Four case studies of processing and providing access to hybrid collections, with an emphasis on lessons learned and suggestions of helpful tools, will be shared. Every panelist has first hand experience processing born digital materials and hybrid collections. A broad range of collections and types of repositories will be featured, along with successful methods of providing outreach for these collections.

2:30-3:00

Coffee with Vendors
La Corona/Pre-Function

3:00-5:30

Repository Tours

Buses will pick attendees up at the lobby entrance. Buses arrive at 2:45 and will depart promptly at 3:00.

Presidio Gallery, Texas A&M Special Collections

University of Texas Health Science Center, University Archives and Special Collections

McNay Art Museum Archives

Sisters of Charity of the Incarnate Word Archives and Heritage Center

Happy Foundation [Walking Tour, No Transportation Provided]

6:00-7:00

SNAPpy Hour at Con Safos Concina y Cantina
607 Hemisfair Blvd
martini glass with the words SSA New Member and Snappy hour mixerRound logo for the venue Con Safos
Join fellow students and early career professionals at the Annual Meeting in San Antonio for the annual SNAPpy Hour Mixer! Enjoy networking and a cold beverage in a casual setting.

Free chips, queso, and salsa!

Additional food will be available for purchase. No RSVP required. For questions, please contact Katie Rojas or Abra Schnur.