STRATEGIC PLAN FOR TATER UNIVERSITY SPECIAL COLLECTIONSCheryl Bemiss, Sarah Hardy, Brianna Hoffman, Haley Songchild

OVERVIEWHungry for History?

The City of Yam• Largest city in eastern Oregon (pop. 80,000)

• Settled in 1860s by Irish immigrants

• Primary industries - Potato farming and tourism

• Home to Tater University

Tater University• Founded in 1911

by Dr. James Poe Tater

• 20,000 students currently enrolled

• Famous for football team - "The Fighting Spuds"o Quarterback

Hash Brown

Tater University Special Collections (TUSC)

• Created in 1928 to house unique and historically significant materials, including rare books, manuscripts, film, photographs, etc.

• Tater University Archives (TUA) - TUSC's partner organization for financial, administrative, legal documents

TUSC Staff• 4 FTE

o Head of Special Collections – Brianna Hoffman

o Reference and Instruction Archivist – Sarah Hardy

o Rare Books Cataloger – Haley Songchild

o Processing Archivist – Cheryl Bemiss

• 2 PTE• 2 Volunteers• Graduate Intern

Collections & Areas of EmphasisFour Main Areas:• History of Yam

o agriculture, tourism, local events, politicians

• Tater University Sports Programso athlete profiles, players' jerseys,

trophies, news articles, etc.

• The Yukon Gold Theatre Dept. Collectiono costumes, photos, films

• Genealogical Resourceso military, church, land records

Guiding Values• Obtain, manage, and preserve unique materials

• Ensure equal access

• Provide instruction opportunities

• Facilitate discovery of collections

• Deliver expert, personal, responsive service to all users

Core values echo Tater University's Guiding Values

Mission & VisionOur Mission Statement:

“TUSC strives to serve all people by preserving and

encouraging the use of our collections, which document

the rich heritage of the university and the

community.”

Our Vision Statement:"Enriching peoples' lives by

increasing access to the past.”

PREPARATION & PLANNING"A team's effectiveness to a large extent depends on communication.” –Stueart & Moran, 2007

Management TeamWho Will Be Involved? • TUSC Strategic Planning Team

o Comprised of Full Time and Part Time Staff • Led by Head of Special Collections

Why Will They Be Involved?• Strong Devotion to Continuing Education • Keeping Skills Current and Relevant

What Will They Contribute?• Open and Constructive Communication • Strong Dedication

Planning FactorsDynamics• Full Time Staff

o Working together for Approximately 8 Years o Past Work Experience and Connections

• Open Communicationo Encouraging Creativity

• Servant Leadership at the Topo Values that Support the Organization and its Mission

Challenges • Material Centered vs. User Centered • Diversity of Personalities

CURRENT REALITY“Reality is merely an illusion, albeit a very persistent one.” –Albert Einstein

Environmental ScanChallenges:• Interdepartmental

Conflicts

• Economic Recession = budget cuts, reorganization/consolidation, increased demands on smaller staff

• Community Resistance = traditional oral histories vs. research

SWOT Analysis

Organization PerformanceAreas of Performance:

• Collection Processing: Cheryl, the all-star• Instruction: Sarah, the pro• Access: Technologically behind, reducing access• Outreach: Centennial Celebration bust

Metrics: • Room for Growth• Future Implementation of S.M.A.R.T. goals

Gap AnalysisAreas of Need:• Processing (minimal):

some backlog of materials

• Marketing: to promote access and use we want to employ a unified, technologically advanced approach

• Staff training: willingness to be trained, guidance needed

NEW PRIORITIESLet your mission and vision guide you...

Strategic Profile• Guiding Factors

o Mission and Vision • User-Centered Attitude

o Intimate Access to Collections o Increasing Outreach

• Taking Advantage of Technology o Increasing Access in Special Collections o Digitization o Exposure to Community and Beyond

Future VisionCenter for Oregon History Access • Digitization • Outreach • Enthusiasm and Passion of TUSC Staff • De-Mystifying Services

Vision Statement"Enriching peoples' lives by increasing access to the past."

Mission Statement "TUSC strives to serve all people by preserving and

encouraging the use of our collections, which document the rich heritage of the university and the community."

Strategic InitiativesGoal 1: Implement new outreach strategies to raise public awareness of TUSC’s services.

Goal 2: Update current technology through a digital initiative.

• Objective 1: Improve accessibility/exposure of TUSC’s collections by consulting a marketing advisor.

• Initiative 1: Launch a marketing campaign in collaboration with the University’s football team, the Fighting Spuds, to promote use of the archives.

• Initiative 2: Launch a marketing campaign in

collaboration with the University's Yukon Gold Theatre Department to promote use of the archives.

Goal 1: Implement new outreach strategies to raise public awareness of TUSC’s services.

• Objective 2: De-mystify the process of TUSC’s services through instruction and classes.

• Initiative 1: Add more University Special Collections orientation classes and/or redesign existing classes to better reflect the needs of patrons.

• Initiative 2: Hold TUSC tours for students in

collaboration with the University’s English, History, Research, and other relatable classes.

Goal 1: Implement new outreach strategies to raise public awareness of TUSC’s services.

Goal 2: Update current technology through a digital initiative.

• Objective 1: Redesign and improve TUSC’s website for usability and accessibility by hiring a website designer.

• Initiative 1: Increase social media presence (Facebook, Twitter, etc.) on the website for ease of access.

• Initiative 2: Develop staff skills in relation to

technology/web design for future improvements and maintenance to website without hiring outside services.

• Objective 2: Digitize articles, newspapers, photographs, artifacts, etc. and make collections available online.

• Initiative 1: Purchase scanning equipment able to scan small and large photos and artifacts.

• Initiative 2: Train in-house staff on how to use

the new scanning equipment, and train staff on any safety protocols related to the machine.

Goal 2: Update current technology through a digital initiative.

Timeline

Budget "Money is the root of all evil, and yet it is such a useful root that we cannot get on without it any

more than we can without potatoes."~Louisa May Alcott (1832-1888), American novelist

• Staff development/training $3,000 (annually)o Online tutorials, workshops

• Website Designer $1,800 (one-time)o Bid estimate– adjustment if advanced web

design student volunteer recruited

• Marketing Services - Football Campaign $0o Donor funded initiativeo Consultant - 20 hrs. @ $40 per hr. paid by

philanthropist (former Spuds quarterback Hash Brown)

Performance ManagementSynergies • Outreach

o Made Possible through Increase in Social Media • Technology

o De-Mystifying the Process o Planning and Instruction

• Accessibility o Digitization

Conflicts • Material-Centered > User-Centered Transition • Moving Outside of the "Comfort Zone"

Monitoring and Revision • Constant Monitoring • Timeline Benchmarks

Contingencies

• Budget cuts

• Staff resistance

• Community resistance

• Loss of university support

Conclusion

"The Fighting Spuds are

butter than your team!"

"We're gonna mash ya!"

Team NarrativeForming • Easy Process• Open and Honest • Picking and Choosing Best Practices • Playing to Strengths • Agreement on Team Norms • Consensus of Topic

Storming • No Inter-Group Conflict • Forthcoming of Obstacles • Proactivity • Equal Contributions • No Intimidation• No Undervaluing

Team NarrativeNorming • Adobe Connect Convenience • Entertainment on the Side• Camaraderie

o Job Searching o Serious Workplace Issues o Encouraging Emails

Performing • Knowing when to Focus • Value of Preparation

o Artificial Deadlines • Knowing when to Slow your Pace

Adjourning • Lessons Learned

ReferencesSpuds to Spare (Potato images). Retrieved from http://www.columbiavalleypioneer.com/?p=7391

Stueart, R. D., & Moran, B. B. (2007). Library and information center management. Colorado: Libraries Unlimited.