Colrain Archives- Procedures

 After a scanning session, we make a filenames printout to use as a checklist to be sure that we have scanned all items in the box we scanned . Scanning Session File list The first 7 lines are file folders of multi-page "items".  1452, for example, is a set of photos of the Smith bridge being moved.  Using folders for multi-page is tidier, which minimizes mistakes.  We add a brief descriptive word to the folder name. The single page items, such as 1345 are scanned front and back so that we retain the item number which is often written on the back of an item.  Also, by scanning verso, we avoid having to research "is there anything written on the back". ============================================================= Airtable Entry of New Items These new scans are added to Airtable before we move the files to the Backup drive. This is the time we sometimes find duplicate item numbers, in which case we would have to assign a new number to an item and re-scan it. =====...

  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...