2) Back up Scans & Enter Scans into Airtable etc

 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.

=============================================================
Computer Storage and Backups

These are the main file folders (12) where we store the CHS Scans.  Within each main folder there are files and subfolders.

=======================================================================

This "700s" sub-folder list (partial) shows 10 items are in subfolders and 8 items not in folders. We use sub-folders where the "item" actually has several documents. Note that the "not folders" scans have two scans each.  We scan front and back of most items.

Comments

Post a Comment

Popular posts from this blog

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...
Read more

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
Read more

1) Scanning Equipment & Methods - Colrain Historical

Image
  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...
Read more