Item C22'
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
April 20, 2016
Agenda Item Number: C.22
Agenda Item Summary #1534
BULK ITEM: DEPARTMENT:
Yes Public Libraries
TIME APPROXIMATE:STAFF CONTACT:
Ann Layton Rice (305) 292-3594
None
AGENDA ITEM WORDING:
Approval to apply for the National Endowment for the Humanities
Preservation Assistance Grant.
ITEM BACKGROUND:
National Endowment for the Humanities' Preservation Assistance Grants
help institutions improve their ability to preserve and care for humanities collections. The Library's
collection of oversized materials (e.g. maps, scrapbooks, plats) has been identified for preservation
treatment. With grant funding, shelving will be purchased to more efficiently store the oversized
materials and archival supplies will be purchased.
PREVIOUS RELEVANT BOCC ACTION:
Approval to apply and accept NEH grant in 2003.
CONTRACT/AGREEMENT CHANGES:
None
DOCUMENTATION:
Library 1
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
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Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match
:
Insurance Required:
Additional Details:
STAFF RECOMMENDATION:
Approval.
REVIEWED BY:
Norma Kula Completed 04/06/2016 11:31 AM
Pedro Mercado Completed 04/06/2016 11:34 AM
Budget and Finance Completed 04/06/2016 12:26 PM
Maria Slavik Completed 04/06/2016 2:35 PM
Kathy Peters Completed 04/06/2016 3:07 PM
Board of County Commissioners Pending 04/20/2016 9:00 AM
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PreservationAssistanceGrants
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NationalEndowmentfortheHumanities
'*(%2YQFIV
45.149
'*(%(IWGVMTXMSR
PromotionoftheHumanities_DivisionofPreservationan
3TTSVXYRMX]2YQFIV
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03/10/2016
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05/03/2016
%KIRG]'SRXEGX
DivisionofPreservationandAccess
NationalEndowmentfortheHumanities
400SeventhStreet,SW
Washington,DC20506
202-606-8570
preservation@nehgov
8LMWSTTSVXYRMX]MWSRP]STIRXSSVKERM^EXMSRWETTPMGERXW[LSEVIWYFQMXXMRKKVERXETTPMGEXMSRWSRFILEPJSJEGSQTER]WXEXIPSGEPSV
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%TTPMGEXMSR*MPMRK2EQI
7IPIGX*SVQWXS'SQTPIXI
1ERHEXSV]
ApplicationforFederalDomesticAssistance-ShortOrganizational
SupplementaryCoverSheetforNEHGrantPrograms
NEHInstitutionalProfile
Project/PerformanceSiteLocation(s)
BudgetNarrativeAttachmentForm
Attachments
3TXMSREP
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ShowInstructions>>
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XLIRETTP]
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OMB Number: 4040-0003
Expiration Date: 01/31/2019
%440-'%8-32*36*)()6%0(31)78-'%77-78%2')7LSVX3VKERM^EXMSREP
2%1)3**)()6%0%+)2'=
NationalEndowmentfortheHumanities
'%8%03+3**)()6%0(31)78-'%77-78%2')291&)6
45.149
CFDA TITLE:
PromotionoftheHumanities_DivisionofPreservationandAccess
(%8)6)')-:)( 7=78)197)320=
CompletedUponSubmissiontoGrants.gov
*92(-2+34436892-8=291&)6
20160503-PG
* TITLE:
PreservationAssistanceGrants
%440-'%28-2*361%8-32
* a. Legal Name:
MonroeCountyBoardofCountyCommissioners
b. Address:
* Street1:Street2:
MonroeCountyPublicLibrary700FlemingStreet
* City:County/Parish:
KeyWestMonroe
* State:Province:
FL:Florida
* Country:
* Zip/Postal Code:
USA:UNITEDSTATES33040-6828
c. Web Address:
http://
www.keyslibraries.org
* d. Type of Applicant: Select Applicant Type Code(s): * e. Employer/Taxpayer Identification Number (EIN/TIN):
B:CountyGovernment59-6000749
Type of Applicant:
* f. Organizational DUNS:
0738767570000
Type of Applicant:
* g. Congressional District of Applicant:
* Other (specify):
26
463.)'8-2*361%8-32
* a. Project Title:
MappingtheKeys:storagefurnitureformapsandscrapbooks
* b. Project Description:
Throughtheproposedpurchaseofstoragefurnitureandpreservationsupplies,theMonroeCountyPublicLibrary’s
FloridaHistoryDepartmentwillcontinuetoimplementtherecommendationsofapreservationneedsassessment
completedin2013.TheFloridaHistoryDepartmentrequestsfundingtoprocureflatfilestorageformapsand
oversizedmaterials,aswellascabinetryforthepreservationofacollectionofscrapbooksandfamilyBibles.
Thesematerialswouldsupporttheongoingimplementationofalongrangeplantoincludetheimprovedstorageand
preservationofmaterialsandthemaximizationofvaultspace.
c. Proposed Project:* Start Date:* End Date:
03/01/201711/30/2017
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%440-'%8-32*36*)()6%0(31)78-'%77-78%2')7LSVX3VKERM^EXMSREP
463.)'8(-6)'836
Prefix:* First Name:Middle Name:
AnneLayton
Ms.
* Last Name:Suffix:
Rice
* Title: * Email:
LibraryAdministratorrice-anne@monroecounty-fl.gov
* Telephone Number:Fax Number:
305-292-3594
* Street1:Street2:
MonroeCountyPublicLibrary700FlemingStreet
* City:
County/Parish:
KeyWestMonroe
* State:Province:
FL:Florida
* Country:* Zip/Postal Code:
USA:UNITEDSTATES33040-6828
46-1%6='328%'8+6%287%(1-2-786%836
Same as Project Director (skip to item 9):
* First Name:Middle Name:
Prefix:
Ms.AnneLayton
* Last Name:Suffix:
Rice
* Title: * Email:
LibraryAdministratorrice-anne@monroecounty-fl.gov
* Telephone Number:Fax Number:
305-292-3594
* Street1:Street2:
MonroeCountyPublicLibrary700FlemingStreet
* City:County/Parish:
Monroe
KeyWest
* State:Province:
FL:Florida
* Country:* Zip/Postal Code:
USA:UNITEDSTATES33040-6828
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%440-'%8-32*36*)()6%0(31)78-'%77-78%2')7LSVX3VKERM^EXMSREP
9. * By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements herein are true, complete and
accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. I am aware
that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties (U.S. Code, Title 218, Section 1001)
** I Agree
** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency specific instructions.
AUTHORIZED REPRESENTATIVE
Prefix:* First Name:Middle Name:
Laura
* Last Name:Suffix:
deLoach-Hartle
* Title: * Email:
deloachhartle-laura@monroecounty-fl.gov
Sr.Administrator,Grants&Special
Projects
* Telephone Number:Fax Number:
305-292-4474305-292-4515
* Signature of Authorized Representative:* Date Signed:
CompletedbyGrants.govuponsubmission.CompletedbyGrants.govuponsubmission.
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OMB Number: 3136-0134
Expiration Date: 6/30/2018
Supplementary Cover Sheet for NEH Grant Programs
4VSNIGX(MVIGXSV
Major Field of Study
Other:LibraryScience
Type
-RWXMXYXMSR-RJSVQEXMSR
1344:PublicLibrary
4VSNIGX*YRHMRK
Outright Funds 5,506.00
Federal Match
Total from NEH
5,506.00
Cost Sharing
Total Project Costs
5,506.00
%TTPMGEXMSR-RJSVQEXMSR
Will this proposal be submitted to another NEH division,If yes, please explain where and when:
Yes
government agency, or private entity for funding?
No
Type of Application
New
If supplement, list current grant number(s).
Supplement
Primary project discipline
Interdisciplinary:U.S.RegionalStudies
Secondary project discipline (optional)
Tertiary project discipline (optional)
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OMB Number: 3136-0134
2),-RWXMXYXMSREP4VSJMPI
Expiration Date: 6/30/2018
The National Endowment for the Humanities collects basic descriptive information about all applicants and their projects.
The information below will help the agency comply with the Government Performance and Results Act (GPRA) and will be
used to develop statistical profiles of the projects that it funds to report to Congress and the public.
The institutional profile you provide references the grant applicant. If you are a parent organization, your responses should
relate to your organization, not the group on whose behalf you are applying. If you are part of a larger organization, provide
information for your institutional unit.
3TIVEXMRK&YHKIX
Indicate the size of the operating budget in the most recently completed fiscal year.
below $250,000$250,000 - $749,999$750,000 - $2,000,000above $2,000,000
*YPP8MQI7XEJJ
Indicate the number of full-time paid staff members.
2 or less3 - 1011 - 20above 20
4EVX8MQI7XEJJ
Indicate the number of part-time paid staff members.
2 or less3 - 1011 - 20above 20
:SPYRXIIVW
Indicate the number of volunteers.
2 or less3 - 1011 - 20above 20
(E]W3TIRTIV=IEV
Less than 119120 or more
4VIZMSYW%TTPMGEXMSRW
Indicate whether you have applied for NEH grants in the past. (Check all that apply)
This application is the first submitted by the organization to NEH.
This application is the first submitted by the organization to this NEH program.
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OMB Number: 4040-0010
'E
Expiration Date: 9/30/2016
4VSNIGX4IVJSVQERGI7MXI0SGEXMSR
W
I am submitting an application as an individual, and not on behalf of a company, state,
4VSNIGX4IVJSVQERGI7MXI4VMQEV]0SGEXMSR
local or tribal government, academia, or other type of organization.
Organization Name:
MonroeCountyBoardofCountyCommissioners
DUNS Number:
0738767570000
* Street1:
MonroeCountyPublicLibrary
Street2:
700FlemingStreet
*City:County:
KeyWestMonroe
*State:
FL:Florida
Province:
*Country:USA:UNITEDSTATES
*ZIP / Postal Code:*Project/ Performance Site Congressional District:
33040-6828FL-026
I am submitting an application as an individual, and not on behalf of a company, state,
4VSNIGX4IVJSVQERGI7MXI0SGEXMSR1
local or tribal government, academia, or other type of organization.
Organization Name:
DUNS Number:
*Street1:
Street2:
*City:County:
*State:
Province:
*Country:
USA:UNITEDSTATES
*ZIP / Postal Code:*Project/ Performance Site Congressional District:
%HHMXMSREP0SGEXMSR
W
AddAttachmentDeleteAttachmentViewAttachment
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Budget Narrative File(s)
1ERHEXSV]&YHKIX2EVVEXMZI*MPIREQI
NEH_MCPL_2017_budget_narrative.doc
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To add more Budget Narrative attachments, please use the attachment buttons below.
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Attached at least one Optional Budget Narrative?:
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%88%',1)287*361
-RWXVYGXMSRW On this form, you will attach the various files that make up your grant application. Please consult with the appropriate
Agency Guidelines for more information about each needed file. Please remember that any files you attach must be in the document format
and named as specified in the Guidelines.
-QTSVXERX Please attach your files in the proper sequence. See the appropriate Agency Guidelines for details.
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NEH Preservation Assistance Grants for Smaller Institutions
Storage Furniture and Preservation Supplies for Maps and Scrapbooks
Monroe County Public Library, Florida History Department
Key West, Florida
May, 2016
Project abstract
Through the proposed purchase of storage furniture and preservation supplies, the Monroe County
Public Library’s Florida History Department will continue to implement the recommendations of a
preservation needs assessment completed in 2013. The Florida History Department requests funding to
procure flat file storage for maps and oversized materials, as well as cabinetry and supplies for the
preservation of a collection of scrapbooks and family Bibles. These materials would support the ongoing
implementation of a long range plan to include the improved storage and preservation of materials and
the maximization of vault space.
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NEH Preservation Assistance Grants for Smaller Institutions
Storage Furniture and Preservation Supplies for Maps and Scrapbooks
Monroe County Public Library, Florida History Department
Key West, Florida
May, 2016
Narrative
What activity (or activities) would the grant support?
This grant would support the purchase of storage furniture and preservation materials for use by the
Florida History Department of the Monroe County Public Library to improve the storage and
preservation of two important but fragile collections.
What are the content and size of the humanities collections that are the focus of the project?
While the majority of the map collection is currently in flat storage, 250 maps still await housing. Mold,
tearing, and soiled pages are already evident. These items are used on a weekly to monthly basis,
depending on library traffic. Subjects of usage and research interest include changes in island
topography, size, fill, streets and construction.
The Florida History Department’s archival collection also includes scrapbooks and family Bibles dating
from 1841 to present. The scrapbooks include community and local organization narratives, personal
journals, histories, and associated ephemera. This collection contains invaluable information which is
easily susceptible to paper decay. Due to their unique size and shape, it is often challenging to find
proper housing for these items. Previous termite damage, mold, staining, rotting leather, and tearing are
already present. Restoration of covers and bindings is in process. Subjects of usage and research interest
include family genealogies, histories, and anniversary celebrations. We have already added 5 scrapbooks
to our digital collections and hope to continue digitizing these materials, but proper preservation is
required.
How are these humanities collections used?
In 1823, Commodore David Porter wrote a letter ordering that an American flag be raised at
Thompson’s Island (later known as Key West) to establish the Navy’s Anti-Piracy Squadron. This letter is
one of many at the centerpiece of an extraordinary collection of Keys related artifacts that make up the
Florida History department of the Monroe County Public Library.
According to the Key West Chamber of Commerce website, “the island’s proximity to Cuba and the
Caribbean has molded its history, and continues to influence its current culture. It has been host to New
England sailors, Spanish conquistadors, Bahamian salvagers, and Cuban shipwrights. History buffs can
spend countless hours learning about the island where real estate titles issued from the King of Spain,
unique architecture dates back to the mid-1800s, and Civil and Spanish-American war memorabilia
abound.” Where do these history buffs spend their countless hours? Over 8,000 annual visits are made
to the Florida History Department of the Monroe County Public Library.
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During the late 1800s, Key West was the most populated and wealthiest city in Florida. Many scholars
of Floridiana start their research with our collections. We especially welcome visits from school groups,
who work on local history projects several times each school year. Organizers of festivals, workshops,
lecture series, and other cultural celebrations request the Library’s presence at their events. Recently,
we have provided displays and presentations of our historical resources for Leadership Monroe County,
the Historical Maritime Association, Key West Art & Historical Society, and Florida Keys Discovery.
Researchers from around the globe visit seeking our primary sources pertaining to genealogy,
architecture, early industries, military history, tropical storm records, and infamous local characters or
events. Recently several educational television and film projects, including those for the History
Channel, the Food Network, Discovery Channel, PBS, the Weather Channel and National Geographic,
have featured primary sources from our collection. Library photographs have also found their way into
Newsweek, Nature, and Smithsonian magazines, as well as a permanent display at the Smithsonian’s
Ocean Hall.
Currently, the library has digitized over 20,000 photographs, manuscripts, and other artifacts. A Library
Services and Technology Act grant project of Monroe County Public Library, Mile Markers: Linking Keys
History, seeded the Library’s first digital efforts and initiated long-term partnerships with Florida
International University, the Florida Center for Library Automation (now known as the Florida Virtual
Campus) and the Historic Florida Keys Foundation. Images featured in the Mile Markers project span the
years 1880—1970 and illustrate early industries, unique architecture, fishing, construction of Flagler's
Florida East Coast Railway and the Overseas Highway, the Mariel Boat Lift, and the aftermath of
devastating hurricanes, among other subjects. We continue to work with Florida International
University’s digital department, adding more photographs, manuscripts, and oral histories to their
collections.
The Mile Markers photographs and the rest of the Florida History Department’s digital collections are
currently accessible via a Flickr site, which has received over 15 million visits. Ultimately, we hope to
provide greater access to our digital collections via a content management system with the functionality
to meet current standards in descriptive metadata and its exposure. Upon implementation of the
majority of the recommendations offered by the preservation needs assessment, the Florida History
Department may turn its focus toward further digitization and greater access to digital collections.
What is the nature and mission of your institution?
Founded in 1892, during Key West's cigar industry boom and the Spanish-American conflict, the May Hill
Russell Public Library is the main branch of the Monroe County Public Library, one of five branch
libraries situated throughout the Florida Keys. On February 15, 1964, Monroe County Library Director
May Hill Russell formed the Historical Research Committee to act as a single body to compile all the
historical material for Key West and Monroe County.
Today, the Florida History Department can be found in its own wing of Key West’s May Hill Russell Public
Library, housing a vast array of local history artifacts, governmental records, photographs, and rare
manuscripts dating back to the 1820s.The Department employs a historian, professional archivist, and a
hearty corps of volunteers who process, preserve, digitize, describe, and transcribe donated treasures of
Keys history. The Florida History Department is open to the public 299 days per year, and receives over
8,000 in-person visits annually. The entire Department of Library Services (five libraries) is currently
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funded at $3,061,925. Through the generosity of the community, the Florida History collections
continue to grow and Keys cultural heritage is being preserved for future generations.
Has your institution ever had a preservation or conservation assessment or consultation?
The Florida History Department received both a conservation and preservation assessment within the
last ten years. The conservation assessment completed in 2006 was funded by an NEH Preservation
Assistance Grant. The assessment of three unbound, paper-based collections was performed by
conservator Robert Muens. The 2006 grant also funded in-house staff training on the proper handling
and housing of the artifacts. Preservation supplies and materials were purchased to stabilize and
preserve those particular collections for greater accessibility.
The Florida History Department received a Preservation Needs Assessment on June 20 and 21, 2013,
from Jessica Bitely, Preservation Specialist at Northeast Document Conservation Center. The assessment
was funded by a bequest and certainly informs the proposed project as well as the department’s long
range plan. The hiring of an archivist, implementation of a better environmental monitoring plan, staff
training, and improved shelving practices are among the other recommendations recently implemented
via the needs assessment.
What is the importance of this project to your institution?
Preserving the Library’s special collection is of prime importance because of the Library’s mission to
provide our community access to its rich heritage. The Library has been entrusted by our community
with original artifacts of historical importance, and it is our responsibility to care for and protect these
priceless treasures. Fulfillment of the recommendations set forth by the needs assessment received in
2013 is part of the long range plan of the Florida History Department. As mentioned in the section
regarding previous assessments, the Department has already fulfilled some of these recommendations.
Of special concern is the housing of these items. Our climate is semi-tropical, prone to termites and
mold, and frequently assailed by tropical storms. The deleterious effects of humidity and vermin place
these items in serious peril. Much of the collection is currently inaccessible to the public due to its fragile
and sensitive condition. Preservation activities would allow researchers, genealogists, and scholars more
hands-on access to these special collections.
The Florida History Department recently acquired a large format scanner, allowing for future digitization
of these materials. The long range plan also includes improved access to digital collections. This grant
would bring us closer to the goals of maximizing available space, properly preserving important
materials, improving access, and fulfilling the mission of the Department and the Library.
What are the names and qualifications of the consultant(s) and staff involved in the project?
Library Administrator, Anne Layton Rice will serve as project director for this grant. During her tenure
with the Library, Ms. Rice has obtained and administered over $500,000 in state, federal and private
grant funding. She has attended the Northeast Document Conservation Center’s “School for Scanning”
and Digital Directions conference as well as the “Preserving Photographs in a Digital World” workshop of
the Image Permanence Institute and George Eastman House.
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Along with Ms. Rice, Monroe County Library staff Tom Hambright, Breana Sowers, and Cristy Danford
will lend time to the project. Mr. Hambright is Head of the Florida History Department and a recognized
Florida historian who will provide supervision and expertise. Breana Sowers is the Florida History
Department’s Archivist who will manage the preservation of these materials. Cristy Danford is Manager
of the Marathon Library who contributed research and narrative to this proposal.
What is the plan of work for the project?
Our maps and oversized collections would benefit from a steel horizontal flat file, which can safely
house up to 200 loose or hard-bound items up to 2 inches thick. The open base of the flat file could be
used for smaller, boxed storage relating to the contents housed above. Additionally, the unique shape
of our scrapbooks and bibles would find proper storage within a standard, buffered, drawered, museum
cabinet. These items would remain un-boxed, yet protected with ethafoam and lignin-free tissue paper.
The drawer additions would ensure less handling and necessary leverage if item needs to be removed.
These 3 large items are estimated around $5,506, including delivery.
Upon purchase and delivery of these items, Archivist Breana Sowers would begin the work of restoring,
preserving, and housing the collections. The entire project from purchase to storage would take
approximately eight months to complete.
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NEH Preservation Assistance Grant Budget
Applicant Organization: Monroe County Public Library – Florida History Department
Project Title:
Equipment and Delivery Budget – Gaylord Archival
Item: 1 Standard Museum Cabinet with 5 Shelves 84x36x18 $2,146.00
Item: 5 Standard Rolling Drawer 2” at $90/ea $450.00
Item: Steel Horizontal Flat File 5 Drawers $899.00
Item: Open Base for Flat Files $391.00
Item: Inside Delivery and Power Tailgate $260.00
Item: Shipping and Processing $1,360.00
Total Project Cost (direct cost) $5,506.00
Total Request Total Requested from NEH $5,506.00
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Report of a Preservation Needs Assessment
Monroe County Public Library, Key West - Florida History Department
June 20 & 21, 2013
Submitted on September 4, 2013 by:
Jessica Bitely
Preservation Specialist
Northeast Document Conservation Center
100 Brickstone Square
Andover, MA 01810
978.470.1010
jbitely@nedcc.org
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Executive Summary
Paper-based materials and photographs at the Monroe County Public Library, Key West - Florida History
Department (FHD) were assessed for preservation planning purposes by Jessica Bitely, Preservation
Specialist for the Northeast Document Conservation Center (NEDCC) in Andover, MA on June 20 & 21, 2013.
The assessment evaluated the buildings and environments as they relate to the preservation needs of the
materials; examined current policies, storage, and handling procedures; and assessed the general condition
of materials. Observations and recommendations are based on a pre-site visit questionnaire, a full-day site
visit, and discussions with Anne Rice, Library Administrator, and Tom Hambright, Historian for the Florida
History Department.
The FHD is housed within the Public Library. The Monroe County Public Library was established in 1892 as
first public library and, after many years in the Masonic Temple, the current Library
building was constructed in 1959. In 1993, the FHD and its vault were constructed. Collections in the FHD
are accessible to the public during regular Library hours: 9:30am to 6pm Monday through Friday and 10am
to 6pm on Saturdays.
Based on observations made during the site visit and an inventory performed by Ms. Rice, paper-based
materials housed in the FHD include several thousand bound volumes, 20 rare books, five serial runs, 10
newspaper runs, 210 linear feet of documents and manuscripts, 300 maps and plans, 700 audiovisual
objects, and a small collection of art on paper. There is also an extensive scrapbook collection. While these
materials constitute a collection of significant scope, the largest grouping is the photographic materials,
numbering upwards of 335,000 items including prints, negatives, slides, aerial panoramas, and microfilm.
These greatly enrich the record of life in the Keys and require special attention to meet their unique storage
and handling requirements.
Primary reference and archival functions for the Florida History Department are performed by Tom
Hambright, who has provided many years of dedicated service. Mr. Hambright
collections and of the Key West community makes him an invaluable source of reference information. He is
assisted, as need arises, by Mary Haffenreffer. Through her contribution of time towards digitization of the
photographic collections, Ms. Haffenreffer has helped the FHD make great strides in digital access (via
Flickr) to collections. Ms. Rice works closely with Mr. Hambright to achieve larger preservation goals
requiring extensive planning and infrastructural support.
Recommendations for short-, mid-, and long-term activities are as follows:
Short-term priorities (projects that can be undertaken with existing resources and/or problems requiring
immediate action):
Create a mission statement and collection management policy.
Establish a routine schedule for reviewing and updating the mission and collection
R
development policy.
Establish priorities for processing and rehousing.
Secure a Deed of Gift form for any incoming collection.
Create and retain accession records for all incoming collections.
Inspect exterior window frame sealing and make repairs or replacements as needed.
i
Report of a Preservation Needs Assessment: Monroe County Public Library, Key West - Florida History Dept.
Executive Summary
Northeast Document Conservation Center | June 20 & 21, 2013
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Inspect and repair cracks to exterior of the building.
Begin a basic environmental monitoring program to record temperature and relative
humidity (RH) trends over time.
Purchase a backup generator to protect collections should power fail during a storm or
hurricane.
To prevent a mold outbreak, take special care to monitor and control high RH.
Replace damaged plastic strips in the vault entryway, and keep vault door closed.
Keep lights off as much as possible.
Keep blinds closed as much as possible and plan to install improved light-blocking
curtains/shades or UV-filtering film on all windows in the main FHD room.
Begin to improve disaster response procedures for water, fire, and other emergencies.
Specific recommendations are outlined in Section III.D, E, and F.
Raising all materials at least four inches off of the floor should be the first priority.
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Begin to improve shelving practices. Specific recommendations are outlined in Section IV.A
Begin to improve handling practices. Specific recommendations are outlined in Section IV.B
Increase housekeeping activities to deter pest activity and to prevent buildup of dust and
debris.
If possible, restrict housekeeping activities in the FHD to hours when a staff
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representative is available to oversee.
Begin a routine pest monitoring program for all collections areas.
Ensure that researchers sign in and continue to supervise them at all times.
Remove vault combination information from the Index of Indexes.
For audiovisual materials: reformatting as soon as possible will be critical if there is to be
any hope for continued access to these materials.
Mid-term priorities (projects that will require planning and organization or additional resources and staff
time):
Seek grant funding for preservation projects.
Establish a procedures manual for processing collections.
Plan to install UV-filtering sleeves on all fluorescent tubing in areas where collections
materials are stored or used.
Improve storage practices. Specific recommendations are outlined in Section IV.B, C, and D.
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Establish written policies regarding food and drink in collection areas.
Long-term priorities (steps to be taken once short- and medium-term goals have been accomplished;
and/or larger general goals that will require major funding and/or significant reorganization of resources):
Invest in staff training to develop skills in records management, caring for records,
disaster response and recovery, and digitization. Further information on training options and
opportunities is found throughout this report.
Engage or hire a professional archivist to ensure that existing and future acquisitions are
processed and described according to professional standards.
Continue to keep a log of building-related problems.
Perform roof inspections and preventive building maintenance on a routine schedule.
Perform routine inspection of the HVAC system.
Consider moving plantings to at least three feet away from the building.
Establish routine schedule for removal of leaf debris from the roof and from the ground
immediately adjacent to the building.
Keep a record of materials accessed by each patron.
The FHD should pursue funding for a collection-level assessment of the photographic
collection.
As demonstrated by the interest in a broad-ranging preservation assessment, the staff of the Library and the
Florida History Department has recognized the need to further protect and preserve the materials that tell the
story of Key West. As this report explains, there are several major challenges in preserving the collections,
including:
Lack of dedicated staff time for preservation activities;
Insufficient intellectual control;
Incomplete in-house knowledge of general preservation best-practices, including storage and
handling practices, disaster preparedness, and preservation management;
Poor control and incomplete understanding of environmental conditions; and
Incomplete physical control (security).
Efforts over the next several years should focus on:
Carving out staff time for preservation, or creating a dedicated position;
Strengthening intellectual control of materials, beginning with an update of the indexes;
Removing non-collection materials from the vault;
Improving disaster preparedness by completing the disaster plan and participating in disaster
preparedness and response training;
Monitoring and adjusting storage conditions to keep temperatures as low as possible within the
institution
Physically stabilizing collections through improved storage (shelving and enclosures); and
Improving the security of collections.
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Certainly few, if any, institutions have sufficient resources to address all of the preservation needs of all of
their collections. Limited resources require choices to be made among activities, the cumulative result of
which will have greater impact if guided by a long-range preservation plan. Preparation of such a plan should
be the next step for the FHD. The plan should be reviewed annually, and modified as preservation needs are
addressed and new ones identified.
Ms. Rice and Mr. Hambright show a clear enthusiasm for preserving the history of the island, and have
taken time when they can to pursue self-directed study on various aspects of preservation. Both exhibited
an awareness of general best practices for environment, storage, and handling. The scope of the collection is
so large, though, that putting this knowledge into practice collection-wide while balancing other duties has
been difficult. With an estimated 8000 visitors per year, performing reference services alone is a full time
project.
The FHD holds an invaluable trove of research materials extensively documenting life on the Keys, and has
received many high-profile reference requests. Production companies have used the collections to provide
historical context to supplement their television shows, and researchers have used the vast photographic
collection to document changes in the fishing stock. There is clear value in improving the preservation
outlook of the material within the FHD.
I am glad to have had the opportunity to work with Ms. Rice and Mr. Hambright on this project. It was a
pleasure to spend time with the staff and to learn about the history of Key West. If this report has raised any
questions, or if I can provide any additional information, please do not hesitate to contact me.
Respectfully submitted,
Jessica Bitely
Preservation Specialist
Northeast Document Conservation Center
100 Brickstone Square
Andover, MA 01810
978.470.1010
jbitely@nedcc.org
September 4, 2013
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IV. Collections Storage & Handling
A. Storage Furniture & Space
Adequate space is essential for proper collections maintenance and preservation. Overcrowding materials on
shelves and stacking materials on the floor exposes them to distortion, damage during removal and
reshelving, and damage from water. For any archives, collections represent an investment to be maintained in
the same way that buildings and equipment are maintained. The most basic element of such maintenance is
the provision of safe, appropriate storage space.
It is important to choose furniture that is appropriate in size for the collections to be stored and provides good
support for the materials. For example, oversize shelving may be required for some materials so that they do
not project into the aisles where they can be bumped and damaged. Specialized furniture may be required to
store maps, architectural drawings, and other oversize materials. The choice of shelving materials is also
important. In the presence of moisture and oxygen, storage furniture made of wood can produce by-products
that react to form acids and other damaging chemicals. This may be a serious problem in closed furniture like
map cases, file drawers, locked bookcases, or exhibit cases, where pollutants can build up. Storage furniture
should be chemically inert; shelves and drawer units made from powder-coated steel or anodized aluminum
are the best choice.
Observations & Recommendations
Collections are consolidated in the FHD vault, with small groupings of materials held in the main FHD room.
Consolidated collections storage is an important factor in preservation of materials and is integral to effective
collections stewardship, particularly in relation to security and environmental control. Mr. Hambright has
done well to begin moving the remaining collection materials (including microfilm) into the vault, and this
work should continue.
Still, shortage of appropriate storage space is one of the FHDWhile the
room itself is not necessarily overcrowded, there is not enough available shelf- or drawer-space to keep
collections organized, off the floor, and properly supported. Disorganization increases the risk that materials
will be lost in the shuffle. As a collecting organization that is actively taking new materials, it is important to
plan for growth of the collection. This is extremely difficult without appropriate space to store the materials
acquired.
Four options can be explored to solve a storage problem: deaccession of out-of scope materials to free up shelf
space; installation of improved storage furniture; expansion; and off-site storage. Of these options, the first
two are most realistic for the FHD at this time.
As the collecting scope is clarified, it should become evident whether specific records belong in the collection.
Deaccessioning out-of-scope materials would benefit preservation of collections by making room for items
that support the mission. An example of a project that can be completed quickly and that will free up storage
space would be removing non-collection material from the vault. This includes the copy paper and receipt
paper mentioned in Section III.H above, as well as the large pile of empty, non-archival document storage
boxes by the audiovisual materials and the shelves of empty, non-archival binders. In general, clutter is a
problem in the FHD vault. Clutter makes it difficult to tell what belongs in the collection and what is non-
collection material. It also reduces ease of mobility and handling. At least one file cabinet cannot be fully
opened because of boxes of documents stacked across the aisle. (See photographs in Section III.D.)
In general, the choice of shelving unit materials is good. The majority of the collection is stored on various
shapes and sizes of metal shelving. There are metal cabinets with glass front doors, roller shelves for bound
volumes, flat files cabinets in varying widths, and standard library shelving. There are a small number of metal
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units with particle board shelves, and there are a several metal file cabinets. Shelving appears to have been
added in an ad hoc manner, and there are also several plastic units and a few wooden units.
Ideally, wooden storage furniture would be replaced with powder-coated steel shelving, as all woods produce
acids that are damaging to paper materials. Likewise, roller shelves, which can cause mechanical damage as
volumes are pulled and replaced, would best be replaced. Completely replacing storage systems may not be
feasible in the short term, so it is recommended that steps are to mitigate damage until such a time that
improved shelving can be installed. There are a number of options to reduce off-gassing for wooden shelving,
including lining the cases with neutralizing materials and painting or varnishing the wood. Aesthetic
sensibilities may affect which route is taken, but the FHD is strongly encouraged to pursue one of these
options. Roller shelves can be improved using cut-to-size pieces of archival board between each volume and
the rollers.
As out-of-scope or non-collection materials are removed, it will become easier to determine whether
additional shelving is required. The ways in which current shelving units are being used might also be
reassessed. A grouping of materials that will almost certainly benefit from additional storage units is the
oversized maps and plans. Shelving units should completely support the collections being stored, with no
overhang. This reduces the risk of damage from bumping as staff moves through the aisles and ensures that
collections do not warp over time. Care should be taken to ensure that shelves are wide enough to
accommodate the boxes and objects being stored so that placing an object on a shelf does not run the risk of
displacing material on the other side.
>ĞĨƚ͗The FHD lacks sufficient shelving to keep all collections off the ground. ĞŶƚĞƌ͗ Shelving units are not necessarily large
enough to safely store large materials. ZŝŐŚƚ͗ Buffered board should be fitted between bound volumes and rollers to deter
mechanical damage during retrieval and re-shelving.
>ĞĨƚ͗Flat file cabinets are ideal for oversized materials, but additional cabinets are required to properly house the
collection. ZŝŐŚƚ͗Care should be taken to shelve materials in ways that do not endanger other materials.
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>ĞĨƚ͗A mix of empty boxes and boxes holding collections creates confusion and clutter. Empty, non-archival boxes should
be removed from the vault. Materials in non-archival Highsmith, Bankers, or Office Depot boxes should be rehoused and
the boxes discarded. ZŝŐŚƚ͗ Non-preservation-quality materials and non-collection materials should be removed from the
vault. This will free up storage space better used for collections.
Non-collection materials should be stored separately from collection items. Storing
frequently used supplies with collections increases the risk of damage from jostling and moving
items, and poses a security risk.
Staff should strongly consider pursuing a reappraisal project once a mission statement and
collection development policy have been drafted. Removal of out-of-scope collection items will
free up space and a resources for preservation of in-scope materials.
Storage units and shelving arrangements should be reviewed. A reappraisal project would
assist in determining actual storage needs, but in the meantime it would be helpful to review
shelving procedures to ensure materials are fully supported and that retrieving and replacing items
is not placing collections at risk of being pushed off the shelves.
Take steps to improve the preservation outlook of volumes stored on roller shelves.
Buffered box board cut to fit between the volume and the rollers both provides a measure of
protection from acids and prevents mechanical damage from the rollers.
Take steps to reduce the exposure of paper-based materials to off-gassing from wooden
storage units. Choose a method that offers the best protection while taking into account aesthetic
concerns, overall costs, and the labor involved. Options include:
MarvelSeal 360, a chemically inert metallic laminate, as supplied by Talas:
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http://bit.ly/VxUi2X (item TFM005001), provides significant protection from harmful
acids. Alternately, there is a Do-It-Yourself version. Instructions are available from
Canadian Conservation Institute's CCI Notes 1/9, found online here: http://www.cci-
icc.gc.ca/publications/notes/1-9-eng.aspx.
A less visually obtrusive option for lining wooden shelving is buffered box board such as
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this from Gaylord: http://bit.ly/RHA0IN (item WW-61-575-24).
Water-based latex-paint or water-based polyurethane varnish will reduce emissions from
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woods, and can be a cost-effective and aesthetically pleasing option; however, it is
important that all collection materials are removed from the area where
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painting/varnishing is performed. Collections should not be returned to the shelves until
the paint or varnish has cured for at least three weeks.
As funds become available, it is recommended that any wooden units holding materials of
lasting value be replaced. Ideally, new shelving would be powder coated steel. deep shelves
should be considered to fully support document boxes, records storage cartons, and oversize items.
See, for example, shelving options offered by Brodart (http://bit.ly/VPikIL).
Storage options for oversized materials should be explored. This may mean the purchase of
additional flat file cabinets, or rolled storage in appropriate containers. The extent of the oversized
collection will require careful balancing of cost, space requirements, and preservation needs.
Additional information on oversized materials can be found in Section IV.D.2.
B. Handling Practices
Damage to collections through unintentional mishandling often goes unrecognized, and can cause
significant damage to materials over the long term. Damage can be prevented by training staff and
researchers alike in proper handling techniques for the different types of materials in the collection. Where
Special Collections materials are used, supervising researchers will provide staff with an opportunity to spot
and correct any accidental mishandling. Safe handling also requires sufficient workspace. Aisles and work
surfaces where oversize materials are handled by staff or researchers should be wide enough to support
items completely, allowing them to be accessed without damage.
When processing newly-acquired books, any acidic inserts (e.g., bookmarks, scraps of paper, etc.) should be
removed so that the acid they contain does not migrate to the book pages and cause staining. (This process
For books that will be retained permanently in a collection, identifying
information is best placed on acid-free, lignin-free, buffered
page and front flyleaf. These are available from conservation suppliers. Adhesive labels, such as sticky notes,
can stain or otherwise disfigure volumes, and should be avoided. While the tacky portion of the note seems
quite weak, it bonds well enough to tear brittle paper when removed. Even when items are not torn by
sticky note removal, residual adhesive can cause staining and will attract dust and dirt. On a practical level,
sticky notes are forever coming loose and getting lost or misplaced, effectively rendering any descriptive
information on them useless. A better option if the item is thin enough would be foldering and labeling the
folder or, if the item is thicker or bound, inserting a book flag. For a description of foldering, please see
Section IV.D (¶ 2).
Most fasteners (plastic or metal paper clips, for example) crimp pages and lead to permanent structure
changes. Although often made of chemically stable materials, plastic clips in particular should be avoided
because they exert too much pressure on the papers they hold. This is especially problematic for brittle or
weakened papers, which can be easily torn.
To ensure that unique books, manuscripts and paper documents are not accidentally damaged during
handling, the use of white cotton gloves is discouraged. This is a fairly recent change in thinking
precipitated by an article written for International Preservation News by Cathleen Baker and Randy
http://archive.ifla.org/VI/4/news/ipnn37.pdf). The
authors make a strong case against the use of gloves in the handling of paper-based materials based on
several factors including the fact that the use of gloves is a relatively recent phenomenon, that conservators
do not use gloves when handling paper materials and, most importantly, that the use of gloves inhibits the
wearer attempts to turn pages. A notable exception is in the handling of photographic and film
objects. Anyone handling these materials should wear nitrile gloves to prevent transfer of damaging finger
oils to the emulsion layer of the object.
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Anne Layton Rice
305-304-6924
amr1c3@gmail.com
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DUCATION
Masters of Library Science
Florida State University, Tallahassee, Florida
••••••••••••
Bachelor of Arts, Liberal Studies
Florida International University, Miami, Florida
••••••••••••
PE
ROFESSIONAL XPERIENCE
Monroe County Public Library, Key West, Florida
••••••••••••••••••••••••
Library Administrator
Project development and management, administration of automation system, website and online catalog, negotiate with
vendors, seek and write grants, maintain community partnerships, provide staff enrichment opportunities, evaluate library
products and services, promote library activities through interaction with press, government officials and customers.
•••••••••••••••••••••••••
Headquarters Librarian
Responsible for library management; including budgeting, staff development, public relations, and resource planning.
Harvard University, Cambridge, Massachusetts
••••••••••••••••••••••••••••••
Circulation, Kennedy School of Government Library
Oversaw circulation desk, assisted patrons with catalog searching, managed inter- and intra-library loan requests,
supervised library assistants, processed reserve materials, PC trouble-shooting.
•••••••••••••••••••••••••••••••
Faculty Assistant, Division of Engineering and Applied Sciences
Created and managed knowledge databases, conducted bibliographic research, prepared journal and grant submissions,
administered local email system, coordinated international seminars.
A&PA
CCOMPLISHMENTS ROFESSIONAL CTIVITIES
Awarded State Library of Florida’s 2003-2004 “Exemplary” award for literacy grant Named 2004 Key West “Woman of
Appointed to State Library’s Digital Working Group to establish priorities for state-funded
Integrity” for Public Service
digitization projects
Awarded and managed multiple state, federal and private grants for literacy programs, staff training,
green spaces, preservation and digitization projects Graduate of Florida State University’s Certification of Public
Management program Former Board member of Monroe County--Literacy Volunteers of America. Past Board member of
Zonta Club of Key West, a service organization of professional women.
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Indirect Costs Statement
Indirect costs are not requested for this grant project.
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