Numbering and Accessioning documents etc 2023

 At present, March 2024, we are still finding and numbering quite a few "old" CHS documents and artifacts which do not have numbers written on them (or have not been cataloged at all) so we are still using the 4-digit numbering system we set up in 2023.  In time, we should adopt the normal museum numbering system using "Year-Number" (eg 24.0100).

Sarah' Number Ledger
Sarah has a small handwritten ledger with 1-2 lines per item, in (mostly) numerical order.  For example, last week we found a 1935 Arms Academy Yearbook which was not cataloged. So that book gets the next number, 2490.  The number is written in pencil in upper left corner of the inner cover, and also entered into Airtable with the book's description and photo(s). Sarah also records any number adjustments, such as re-numering duplicates, in the Number Book.  This book stays with Sarah, so that she can be sure the numbers are all entered in sequence. We feel that only one person should be doing this until we get can set up a more rigorous procedure.

Intake Ledger
We also have a second "Intake Ledger" which is in the office, with temporary numbers for use others drop off any new or old item for filing.  Each such new item gets listed and the Intake Number is written on a label attached to the item. Later, when time permits, Sarah or I will see check the database to see if the item has already been cataloged , and if not, assign it an Item # . This separate "intake" procedure lets us accept new items without going to the extra effort of cataloging. 


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