Annual Conference 2012

Past Conferences: 2017 | 2016 | 2015 | 2014 | 2013 | 2012 | 2011

In 2012 SOA held two conferences–the annual spring meeting and a joint fall conference held with the Ohio Local History Alliance. Scroll down for session descriptions and presentation slides. Session summaries for the spring meeting, along with some articles based on presentations, can be found in the fall 2012 newsletter.

Society of Ohio Archivists 2012 Fall Meeting

The combined meeting of the Society of Ohio Archivists and the Ohio Local History Alliance was held on Friday October 5, Holiday Inn, Worthington.

A meeting schedule is available on the Ohio Local History Alliance Annual Meeting page.

The schedule for SOA sessions:

  • 9:00-9:50 Basics of Paper Conservation, with Harry Campbell, The Ohio State University
  • 10:05-10:55 EAD FACTORy: Getting Your Finding Aids Online, with Amy McCrory, The Ohio State University & Janet Carleton, Ohio University, representing the OhioLINK EAD Task Force. HANDOUTS
  • 11:20-12:10 Archives Administration Forum, with Jill Tatum, Case Western University; Ron Davidson, Sandusky Library; and Stephen Paschen, Kent State University.
  • 1:40-2:30 Introduction to Electronic Records, with Dan Noonan, The Ohio State University, representing the OhioERCSLIDES
  • 2:50-3:40 Outreach in the Archives

All SOA sessions were held on Friday alongside Alliance sessions. SOAers could attend SOA or Alliance sessions on the Friday program. The Friday registration included lunch with the Alliance and a speaker. Separate registration for Saturday enabled attendance at another full day of Alliance sessions. Online registration was available through October 1st.

The special discounted conference hotel rate was $70 per night. Parking was free.


Spring Conference 2012
The Society of Ohio Archivists’ Spring Conference was held on May 18, 2012 at the Lakeside Conference Center at OCLC in Dublin, Ohio. The registration fee was $35 for members and $40 for non-members. Pre-conference registration closed on Friday, May 11. Scroll down for the program and presentation slides.

Schedule & Program

8:15-9:00 Registration, Silent Auction, Posters

9:00-10:00 Welcome and Plenary

Celebrations, Commemorations, and Collections: Delivering Immediate Impact and Creating Lasting Value Plenary speech script as PDF

Plenary Speaker: Jason Crabill, Ohio Historical Society

10:00-11:00 Concurrent Sessions

We Look at Giants: The University of Cincinnati Archival Grant Projects

Presenters: Kevin Grace, Doris Haag, Laura Laugle, Stephanie Bricking, University of Cincinnati

This session will look at two federal grant projects of University of Cincinnati special collections divisions, examining their implementation and the efforts at building diverse research audiences throughout the grant periods rather than at the conclusion of the projects. Important to the success of the grants is the concerted effort to develop outreach methods that effectively generate public support as the work progresses, and to clearly convey the national or international importance of the individuals whose papers were the subject of the grants. In this way, the sustainability of the projects and the preservation of the heritage they represent is strengthened for future research and pedagogical assignments from secondary through collegiate levels, as well as by professional scholars and journalists.

Help Us Help You: Using Focus Groups for Marketing Participants

Presenters: Stephanie Dawson, Emily Gainer, Joe Salem, University of Akron SLIDES

With new resources and programs, the University Libraries at the University of Akron needed to develop a comprehensive marketing plan that encompassed multiple departments, including Archival Services. The session speakers will present a case study of how the Marketing Task Force conducted focus groups to guide their marketing plan. In-depth details of the focus groups will be discussed, including recruiting participants, developing questions, and creating consent forms. An overview of the results and how the feedback will be used will also be presented.

11:00-11:15 Break and Silent Auction

11:15-12:15 Concurrent Sessions

Time has Come Today: Creating a Sustainable Library and Archives

Presenters: Andy Leach, Jennie Thomas, Rock and Roll Hall of Fame SLIDES

The consideration of the long-term viability and continuity of a new library and archives program is essential to its success, and this, along with a suitable location, was one of the biggest hurdles in the creation of the Rock and Roll Hall of Fame and Museum’€™s Library and Archives. The Library and Archives had been planned since the Museum’€™s inception over 20 years ago but was delayed until it could be ensured the program would be a successful and sustainable one. This session will outline those factors that finally led to the building of the Library and Archives; the reallocation of startup monies to secure the necessary staff, equipment, and facilities to support the program for the long-term; the planning to relocate, preserve, and process over 20 years of collected library and archival materials and institutional records; and the outreach, programming, and collaborations being created in order to raise the academic profile of rock and roll music and build sustainable enthusiasm and interest in what the Library and Archives has to offer.

Meet your Patrons Where They Are: Social Media in the Archives

Presenters: Beth Anderson, Wright State University SLIDES; Janet Carleton, Ohio University SLIDES‘; Liz Tousey, Bowling Green State University SLIDES; Moderator: Jane Wildermuth, Wright State University

Two case studies and a nuts and bolts presentation make up this panel. Beth Anderson will share her experiences creating Wright States’ short and fun YouTube “€œtrailers”€ advertising the archives and library with humor. Janet Carleton will share the successful @MaggieBoyd1873 project–€”repurposing a student diary from Ohio Memory by day-by-day tweeting and blogging. Liz Tousey will provide the nuts and bolts piece by surveying easily available tools. Relating to the meeting’€™s themes of reusing resources and collaboration within the library and archives, we’€™ll explore ways to sustain enthusiasm and interest in archives as we take archives to where our new audiences lie–€”the social media way.

12:15-1:30 Lunch and Business Meeting

1:30-2:45 Employment Roundtable and Poster Presentations

Poster Presentations

Getting Things Done: The Ohio History Service Corps

Presenters: Ohio History Service Corps -€“ Technology Corps – Karen Caputo, Grant Joslin, Amanda Nelson,Danielle Ross, Maria Pease

The Ohio History Service Corps (OHSC) is an AmeriCorps program implemented by the Ohio Historical Society in partnership with local history organizations throughout Ohio. The OHSC program is made possible through a grant from the Ohio Commission on Service and Volunteerism. The program is currently in its second year and has 21 members serving throughout Ohio. This presentation will explain the group’s mission and the three components of the OHSC: the Technology Corps, Preservation Corps, and Civil War 150 Leadership Corps. Each component of the OHSC has a different focus and responsibilities, but all are dedicated to promoting Ohio history and being resources for historical organizations and communities in Ohio. This presentation will focus on how the OHSC program benefits the state, examining the benefits to organizations, communities, and OHSC members.

Bridging the Divide: Integrating Privacy Sensitivity Audits into the Archival Appraisal Process POSTER PDF

Presenters: Judith A. Wiener, MA, MLIS, and Anne Gilliland, JD, MSLIS – The Ohio State University Health Sciences Library

Professional archival ethics call upon archivists to maintain a careful balance between providing access to archival materials while protecting the privacy of the individuals whose lives are reflected within the records. Archival institutions may also be subject to legislative restrictions that protect privacy, such as FERPA, HIPAA, and other federal and state privacy laws and regulations.
Despite these requirements, because of the high level of archival description and the need for minimal processing, archivists often do not have a good sense of what records in their collections are subject to privacy concerns and regulations. The focus of this poster is to provide practitioners with a framework for understanding the key issues involved in privacy protection and privacy law requirements. The presenters will also provide a common-sense solution for assessing privacy concerns and issues during the collection appraisal process to aid in bridging the divide between privacy and access.

Aerial Photographs: Taking Off into the Digital Realm

Presenter: Shayna Muckerheide, MLIS – Archives Intern, Sandusky Library

This poster presentation will discuss how we have facilitated online accessibility to our extensive Tom Root aerial photograph collection. Recently, the Sandusky Library acquired more than 2,000 Sandusky area photographs taken mostly between 1955 to 1995. Along with the usual processing procedures, we are working to make the collection easily accessible to the public and other institutions by digitizing the photos, uploading the catalog and finding aid online, and featuring the collection in the Sandusky History Wiki and possibly the Cleveland Memory Project. Root has already done a speaker presentation about his work, and we’€™re considering other ways of featuring the collection on our website.

Worn Chappals – Soul Imprints – Chappals are traditional Indian sandals, which remain the most widely used footwear in India.

Presenter: Jacqueline Ruiz – Project Director & Founder, Asian Indian Heritage Project

The Asian Indian Heritage Project (AIHP) is a community based project designed to identify, collect and preserve archival materials related to the heritage and ongoing history of the Asian Indian community in the Northeastern Ohio region. Our poster reflects an initiative started within a local community to create an archival collection at the Western Reserve Historical Society and our collaboration with the South Asian American Digital Archive, an internet archive accessible by the public.  AIHP is not only creating a nationwide model for other Asian Indian communities to follow, but also a blueprint to be copied by other ethnic communities. In addition to having our materials housed locally and accessible world-wide via the internet, we are creating an oral history repertoire of first-generation immigrants to Northeast Ohio. As part of our strategic plan we will create e-Books from the data gathered through the oral histories.  AIHP is on the cutting-edge of incorporating historical materials with technology in order to document and provide access to the diverse and relatively unknown stories of Asian Indians. Our project encourages dialogue, debate and discussion on the role of history in the creation of Asian American identities and communities.

Mississippi Freedom Summer: the Digitization Process at the Archives

Presenters: Jacqueline Johnson and Elias Tzoc – Miami University

Elias Tzoc and Jacky Johnson will discuss the digitization of the Mississippi Freedom Summer Digital Collection. This project funded by the Ohio Humanities Council will allow users to learn about the historical significance of this civil rights collection and Ohio’€™s resplendent history in social activism. Until the digitization of this collection there was no availability via the internet. This collection is unique in that it provides users with curriculum that has been created for classroom use in levels K-12, college and adult levels. Oral histories are also available on the website. In 1964, the Mississippi Freedom Summer Project was a key initiative within the Civil Rights Movement. Organizations such as the Student Nonviolent Coordinating Committee (SNCC), National Association for the Advancement of Colored People (NAACP) and the Congress for Racial Equality (CORE) recruited college students from across the United States to travel to Mississippi shining a spotlight on conditions there while registering voters, building community centers and teaching at “€œfreedom schools” in that state. The volunteers trained at Western College which merged with Miami University in 1973. The primary materials from the Mississippi Freedom Summer Project are housed in the Western College Memorial Archives. The poster will narrate with text and images the digitization of the project; discuss types of archival materials; discuss the importance of collaboration with archives and digitization departments in libraries; and use text and images to discussion collection accessibility and the academic areas collections of this type connect to in terms of research and study.

Oral History: A Dynamic Source for Community Development

Presenter: Elise Kelly – Wright State University

Oral history is a social practice that connects the past and present for a broad audience. Utilizing historical memory in relationship to cultural, sociological and political spheres enables oral histories to serve as a tool for community activism.

In the city of Dayton, OH there exists a vibrant and growing Latino community. Latino markets and Spanish-speaking Catholic Masses help to make Latino immigrants feel welcomed. However, many in this community exist below the poverty line and are marginalized. Viva La Iguladad!: Leading and Empowering Latino Communities is an oral history project that focuses on the lives and works of five local community activists who strive to improve the lives of these marginalized people.

This poster showcases the issues facing Dayton’s local Latino community; provides a step by step process of how oral histories are conducted; and presents universal themes such as historical memory and possessing a sense of place. In addition, audience members will learn about five local community activists who have defied odds. Furthermore, the poster illustrates how this project, through grant writing, will be presented in local schools and libraries. Oral histories are sources for social, political, and economic change and function as forms of unique historic materials.

Capstone Project: Jewish Federation of Greater Dayton Records

Presenter: Jeremy Katz – Wright State University

In February 2011, Wright State University Special Collections and Archives accessioned the records of the Jewish Federation of Greater Dayton. Processing this massive collection, measuring approximately 150 linear feet, served as my capstone project for Wright State’s Public History Program. It was a great opportunity for me to conduct hands-on work with archival materials in conjuncture with a professional staff. It gave me practical experience, professional interaction with archivists over an extended period of time, and the chance to accomplish my capstone project.

Founded in 1910, the Jewish Federation of Greater Dayton is a non-profit and tax-exempt organization that furthers the welfare of the Jewish community. Some activities of the organization include coordinating the fundraising activities on a local and national level, fostering cooperation among Jewish organizations, and facilitating cultural, social, and educational programs. It has helped European Jews learn the ways of America, raised countless funds for displaced Jews and the State of Israel, and taken children from playing in the streets to structured activities at the Jewish Community Center. The records of this organization contain meeting minutes, correspondence, financial and membership records, photographs, scrapbooks, newspapers, multimedia, and even an Olympic Silver Medal.

2:45-3:00 Break

3:00-4:00 Concurrent Sessions

Ohio Historical Records Advisory Board Regrants Program

Presenters: Fred Previts, Ohio Historical Society; John Runion, Stark County Records Manager; Natalie Fritz, Clark County Historical Society SLIDES; Meghan Hays, Shaker Heights Public Library SLIDES; Ron Luce, Athens County Historical Society

In the 2010 Ohio Connecting to Collections survey 70% of the respondents stated that less than half their historical collections were adequately stored. Also in this survey of public and academic libraries, historical societies, and museums only one-third of respondents had applied for a grant in the last five years. The Ohio Historical Records Advisory Board (OHRAB) sought to address these concerns by [http://ohsweb.ohiohistory.org/ohrab/index.php?title=Re-grants_SNAP_Grant_Committee developing a regrant program] to provide both preservation assistance as well as experience in applying for grants. Funded by the National Historical Publications and Records Commission (NHPRC), these grants provide assistance for organizing and preserving records as well as improving accessibility through digitization. In 2011, OHRAB awarded ten grants of $1,000 to $3,500. OHRAB has received funding from the NHPRC to offer the grants again in 2012. During this session members of OHRAB will discuss the background of the grant program and also offer advice to attendees on applying for future OHRAB grants. Four of the 2011 grant recipients will also share the results of their projects, ranging from preserving records through basic processing to digitization projects.

Mind Mapping for Archival Processing: Using Personal Brain Software to Facilitate Arrangement of the Auguste Martin Collection

Presenters: Jillian Slater, Amy Rohmiller, University of Dayton SLIDES

Mind mapping has long been used to aid in many types of information organization, from the writing process to project management. It allows for graphical representation of the relationships and patterns that exist in large, complex sets of data. Archivists at the University of Dayton’s Marian Library identified the mind map structure as a tool for helping to gain physical and intellectual control over a topically complex, multi-format collection. The features of a mind map could assist in dissecting relationships between materials and reveal new insights, connections, hierarchies and sibling relationships. The flexible structure was conducive to visualizing deviating sets of information and accommodating fluctuating arrangement as materials were discovered during processing. This session will explore how archivists used the mind mapping software, Personal Brain, to facilitate collaborative processing of the Auguste Martin collection and demonstrate the application of mind mapping concepts in archival arrangement.