Dear all
Thanks to everyone who responded to my query re. basic cataloguing
solutions for small archives. Many people were kind enough to send
examples, and many people wrote expressing an interest in an overview
of
the answers I had received.
To summarise briefly the results of my query: the clear favourite was
Microsoft Word, using tables and features (header, bold, italics,
underline, indent etc) to establish hierarchical structure. Examples
sent were all easily configured to be accessible and straightforward,
using a table to create a level description (Title, Reference Code,
Condition, Scope & Content, Level of Description, Admin. History,
Dates,
Extent etc etc), with a list of items and descriptions following in
list
form. The finished article can be converted to .PDF and used
accordingly
(A2A, www).
One of the benefits attached to using MS Word is that it can be
uploaded to Calm for Archives, and also serves as presentation
material
in any argument to purchase Calm.
A couple of you also cited successful use of the Heritage Document
Management System (http://www.austehc.unimelb.edu.au/HDMS/), which is
based on Microsoft Access and uses the Australian Series System, and
is
freely available for non-commercial, heritage and public good
purposes.
HDMS is free, and able to produce EAD output, but mention has been
made
over whether or not it would still be in use in years to come.
As for starting on Trinity House's archive catalogue, I will be using
MS Word. A 2-column table, with subheadings down the left side acts as
a level
description table (contents as described above). At the Series and File
levels, a list will continue beneath
the Level Description table, listing and describing the files and
items
in chronological order. In respect to a reference code, Fonds through
Sub-Series level will employ an alphabetical figure to denote level,
and
from File level downwards, a number will mark files and items.
The catalogue structure I have drawn up reflects the activities
resultant from our core remit. Although ISAD(G) would have our
catalogue structures mimicking as closely as possible our
organisational
structures, this has not been possible in our case, given the various
and substantial organisational overhauls over the last few
decades/centuries. My hope is that a Word catalogue will suit our
catalogue, where lengthy description of administrative history will be
necessary, and not as formally structured as a Calm or Adlib listing.
I hope this has been of some help to those of you who asked for it.
Thanks again to those who sent invaluable help in the form of advice
and
examples. Please don't hesitate to contact me if I can be of any
further use. The listserv does not support postings with attachments,
but I will be happy to send what I have drawn up so far off-list.
Kind Regards
Neil Jones
Trinity House
Harwich, Essex
(01255) 245155
>>> Neil Jones <[log in to unmask]> 25/10/2006 16:13:38 >>>
Dear all
As the Archivist for Trinity House lighthouse service I have been
employed to address the (500 year) backlog of documentation and
cataloguing of both the physical artefacts and the archive materials
(that which wasn't deposited with the Guildhall Library). Cataloguing
the former has been predictably straightforward, using Modes for
Windows
to deal with a large collection. It is the latter (rather obviously, I
suppose, given the listserv) which is holding up the proceedings. I
have
drawn up a fairly skeletal ISAD(G) hierarchy, and begun describing the
materials using good old pencil and paper, but will shortly need to
address the problem of a long-term catalogue, suitable for web access
and referencing.
However, the quantity of archive material does not warrant the
purchase
of an expensive and sophisticated piece of purpose-built software (eg
Calm for Archives, or Adlib), being only approx 84m of shelving (with
75
A0 drawers of drawings, 60 albums of photography, etc).
I am hoping to create a much simpler catalogue which will support a
very basic ISAD(G) structure and text searching, perhaps using
Microsoft
Word or Access. If any of you esteemed bunch could point me towards a
successful model of a small archive catalogue constructed within a
fairly basic software program, I'd be immensely grateful. I realise
the
term 'successful' might be a problematic one, but any help will be
noted
and appreciated.
Kind Regards
Neil Jones
Archivist
Trinity House
Harwich
Essex
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