PANAMA CANAL MUSEUM COLLECTION AT THE UNIVERSITY OF FLORIDA
Frequently Asked Questions (FAQ)
What is the origin and history of the Panama Canal Museum Collection (PCMC) at the University of
Florida (UF)?
2009: The UF Foundation Center for Latin American Studies representative began discussions with the
Panama Canal Museum (then located in Seminole, Florida). The representative alerted the George A.
Smathers Libraries that there was interest in transfer of the contents of the museum and library (Charles
W. Hummer, Jr., Library for Historical Research). Contact between the UF Libraries and the PCM was
established, and the on-site joint review of the collection began with a number of UF/PCM employees
and volunteers. Collection items were deaccessioned, some specific items were returned to donors at
the donors’ request, and duplicates were divided amongst other recipients if not needed for
digitization/exhibition/auction purposes. UF was invited to attend the Panama Canal Society Reunions
and to continue to participate as an exhibitor in the Museum Room.
2010: A preliminary agreement was developed and included the Libraries, the Center for Latin American
Studies, and the Samuel Proctor Oral History Program. Copies of the cover letter and agreement:
http://cms.uflib.ufl.edu/Portals/pcm/pcm_coverletter_preliminary_agreement_03-29-2010.pdf;
http://cms.uflib.ufl.edu/Portals/pcm/pcm_signed_preliminary_agreement_2010.pdf.
Representatives from the Center for Latin American Studies and the Libraries joined the PCM Board;
representatives (President and Vice President) from the PCM Board joined the Library Leadership Board.
2011: A representative from the Panama Canal Society (PCS) joined the PCM Board. Members of the
PCM Board attended PCS Executive Board meetings to discuss the merger. Transfer of museum and
book collections began.
2012: The PCM shut down its storefront (physical location) in March. The Friends of the PCMC at UF was
formed and an agreement was signed
http://cms.uflib.ufl.edu/portals/pcm/PCM_UF_UFF_agreement_Mar_2012.pdf. The remainder of
collection transfer occurred in July. On October 1, 2012, the Institute of Museum and Library Services
(IMLS) Collaborative Leadership (3 year) Grant was awarded/began. An online web inventory was
developed, and volunteers began collection processing.
2013: UF Faculty Opportunity Grant awarded; UF Libraries mini-grant awarded; Centennial preparations
continue. An online Friends membership form was created http://apps.uflib.ufl.edu/pcmmembership/.
The IMLS 1st Year Report was submitted October 31, 2013 http://cms.uflib.ufl.edu/portals/pcm/Annual
Performance Report LG-30-12-0692 (10.01.2012 - 09.30.2013).pdf with a list of accomplishments
http://cms.uflib.ufl.edu/portals/pcm/IMLS Grant Report Year 1 Addenda for Friends 12022013.docx.
Why was UF chosen to be the recipient of the collection?
UF has several strengths that helped to make it the logical recipient for the PCMC. Because of Florida's
cultural past, UF has a long tradition of Latin American Studies dating back to the establishment of the
University's Inter-American Institute in 1930. The Latin American Collection is among the largest and
most distinguished collections of Latin American materials in the U.S. and has been described as the
finest collection of Caribbeana in the world. The tremendous Latin American expertise at UF (including
exhibition space in the reading room) allows UF to harness a variety of existing resources to promote
the visibility of the PCMC collection. The Libraries can preserve, digitize and make accessible
newspapers, periodicals, books, government information, museum objects, oral histories, video, and
more. UF also has the resources to plan and install exhibits both on-site and online. Included in the plans
is the expansion of the U.S. History http://guides.uflib.ufl.edu/genhistory and Centers of Excellence
Guides @UF http://guides.uflib.ufl.edu/panamacanal.
The PCM Board/Executive Council determined that their philanthropic processes could be enhanced and
supported through a more formal relationship with the UF Foundation.
What is the reporting structure of the PCMC Friends Executive Council (EC)?
The PCMC Friends EC has an elected President and Vice President. The EC has between 15 and 18
members, with the UF Dean of Libraries and Development Officer functioning as ex officio advisors. A
committee structure allows for recommendations to be reviewed by the EC President and then
submitted to the Dean of Libraries for approval.
How is communication facilitated and shared?
Information is shared through newsletters, e-blasts, brochures, journals, email correspondence, phone
conferences, semi-annual meetings of the PCMC Executive Council, and via the Panama and the Canal
blog http://ufpcmcollection.wordpress.com/blog/.
Are there plans for a museum building for this collection at UF?
There are no plans at this time for a dedicated museum building, however the collection will be included
in a variety of exhibits and relevant displays, most prominently during the 2014 Panama Canal
Centennial. Access to the collection is coordinated through a joint collaboration between several
libraries/librarians, on-site and online. Dedicated display cases for exhibit items are located in Smathers
Library.
Where does the collection reside at UF?
The collection is housed in several locations. The UF Latin American Collection, in the Smathers Library,
is home to many of the transferred library materials. Some Federal and international documents reside
in Marston Science Library with the Government Documents Collection. A collection processing area for
staff and volunteers is located in Smathers Library. Storage of materials occurs approximately 6 miles
from campus in the facility that houses Digital Services and other stored collections. Many of the items
within the collection are available online, from the Panama and the Canal Collection
http://ufdc.ufl.edu/pcm. Please see Digital Collection Services, listed below, for additional information.
Is the PCMC a stand-alone collection or are other related collections included?
The PCMC is a major part of the Panama and the Canal collection at UF. Panama and the Canal includes
several other related collections. These collections are part of the Latin American Collection (LAC), and
the LAC is part of Special and Area Studies. Special and Area Studies is part of the George A. Smathers
Libraries at the University of Florida.
Is this collection a snapshot in time (finite) or a growing collection?
The PCMC is a growing collection and donations are welcome. Please contact the appropriate staff to
discuss donation (see Contact List). Donations may be mailed to the Panama Canal Museum Collection,
University of Florida, George A. Smathers Libraries, P.O. Box 117000, Gainesville, FL 32611-7000 and will
be acknowledged through a return letter/receipt. Donated items may be brought to the Panama Canal
Reunion (annually in July), where gift forms and receipts are also available.
Further Information
Exhibits Policy: http://exhibits.uflib.ufl.edu/docs/ExhibitsPolicy.pdf
Digital Collection Services: http://digital.uflib.ufl.edu/digitalservices/
Acquisition:
http://guides.uflib.ufl.edu/acquisitions
Gifts & Exchange:
http://guides.uflib.ufl.edu/content.php?pid=265748&sid=2194123
Replacement Ordering: http://guides.uflib.ufl.edu/content.php?pid=252917&sid=2836475
Withdrawals:
http://guides.uflib.ufl.edu/content.php?pid=16382&sid=110457
Special & Area Studies: http://www.uflib.ufl.edu/spec/
Latin American Collection:
http://cms.uflib.ufl.edu/lac/Index.aspx
http://cms.uflib.ufl.edu/lac/introduction
Panama Canal Guides @ UF:
Ask A Librarian:
http://guides.uflib.ufl.edu/content.php?pid=167768&sid=1413460
http://www.uflib.ufl.edu/ask/
U.S. Government Printing Office: http://www.uflib.ufl.edu/docs/ithaka-final-report-and-gpostatement.pdf
UF Libraries and Collection Sites:
Shared Storage:
http://web.uflib.ufl.edu/libcoll.html
http://www.uflib.ufl.edu/communications/shared_storage_facility.html
Museum Registration Methods Applied to Other Institutions: The Panama Canal Museum Collection at
the University of Florida Smathers Library by Kim Tinnell
http://ufdc.ufl.edu/AA00009519