Intro to the "Procedures" Blog

 Here we will post procedures Dave and Sarah are using for the Colrain Historical Society Archives.

A series of  "how to"  posts... recording how we are doing things like numbering the documents and artifacts, maintaining the database etc.



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Digital Only Documents

 See also the "What Not to Accept"  page. CHS should archive digital (scanned) images of items in rare cases. CHS preserves and protects original documents and objects, and we should be very cautious about adding electronic image to the archives. That said, there are occasions where we should accept scans. Example 1)    The Effie Apte deed collection on the old Lyons Tavern property, now owned by David Nims.  This collection of about 20 original deeds dates to the mid 1800s.  The special value is 1) it is a collection  2) It covers an high-value historic property and 3) several of the deeds are labelled such as "Old Hotel Property". In this case, CHS will do the scanning and has direct knowledge of the immediate & past provenance. (an unacceptable example would be an old deed scan that some one else emails us, without annotattions, and without clear provenance) Example 2)     A 1983 newspaper story on the Brick Meetinghouse, loaned t...
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Where on Doc to Number Items

 Large sheets such as news clippings etc are numbered on FRONT in upper left or lower tight. Number in pencil, dark, large. (at least 1/4" ifd space is avail.) OK to use ultrafine Sharpie if the paper is very dark, and not valuable. Valuable items like an old photo, a limited edition print, number on VERSO. Upper left
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1) Scanning Equipment & Methods - Colrain Historical

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  Scanning Equipment used for the CHS Collections Scanning is done at the "Old Maps" office in Greenfield where there are 5 different scanners hooked to a network with several computers. Items scanned can vary in form (books, medallions, paper) and size (a 2" business card, large genealogy chart) , so different scanners are used).  Before each item is scanned we make sure it has its Item Number written on it, and do any quick repairs needed (old paper especially). Items are named immediately(eg 1402_1 , 2)  so each image, front and back, is numbered. We also check the database to be sure there is not a duplicate number (to err is human). After a scanning session we make a printout of all scans done that day and use that as a checklist to be sure we got everything, and to record the backups. After each scanning session the images are uploaded to the Airtable database so we can keep track of what's been done. ========================================== 1)  Brother 8...
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