 |
 |
Dear Samantha et al, At MDA (formerly the Museum Documentation Association), we are regularly approached for information on the time needed for retrospective documentation/cataloguing. It is a very important piece of information to have when putting together bids for concerted documentation funding. We are in the process of putting together a factsheet on this subject, which will be published alongside the 40+ factsheets we already produce on different areas of documentation practice. We will circulate an email to let people know as soon as it is available. If anyone else on the list has information or suggested sources which they would like us to consider for the factsheet, please email them to me offlist at [log in to unmask] While I am on the subject, we are currently running an advocacy campaign, called Collections for All, which is trying to find ways of demonstrating the social, economic and professional value and impact of documentation/cataloguing. Part of the reasoning behind this is to demonstrate to funders and lottery distributors the ongoing value of this work for users, and hence the importance of investing in it. Further information about the campaign is available at http://www.collectionsforall.org.uk, and please feel free to contact me about it should you require any additional information. Yours sincerely, Nick Poole Director MDA On 25 Nov 2005 at 11:47, Farhall Samantha wrote: > Thank you very much to everyone who replied to my request for help > estimating staff time needed for cataloguing. Several people have > asked for the results, so here is a summary: > > Tools, articles, web sites etc: > > * Digital Preservation Coalition: > http://www.dpconline.org/graphics/ > * MLANorthwest Logjam audit toolkit & database (to identify, > quantify and prioritise uncatalogued collections): available from > [log in to unmask] <mailto:[log in to unmask]> and see > http://www.mlanorthwest.org.uk/museumslibrariesarchives/archives/index > .a sp?id=288,280,11,280 * Leonard Will, 'Time taken to create > catalogue records for museum objects and archives': > http://www.willpower.demon.co.uk/catrates.htm * Article by David Jones > on the Shropshire project, Journal of the Society of Archivists, 22.2, > pp149-60 Figures compiled by others (through experience): * 90 boxes > (16x13x6") of complex and disorganised records took 2 years to > research, sort, catalogue electronically, produce hard-copy of > catalogue and end of projects displays etc * 8-10 records per hour, > 4000 items in 6 months * Single electronic catalogue entry takes an > average of 15-20 minutes (including a simple scan where necessary) > > * Operational files with subject headings take an average of 1 box a > day, for example, whereas key letters take an average of 1 box every > 1.5 weeks > > * 1 linear metre of straightforward volumes in half a day, whereas > detailed listing of 1 linear metre of correspondence could take four > weeks > > * Work out the most optimistic time (O), the most pessimistic time > (PS) and the probable time (PR): O + (4 x PR) + PS / 6 = time taken > > Things to take into account/advice etc: > > How many boxes or equivalent? > Detail of cataloguing required? > Sorting and arranging > Research and collection/series level descriptions > Packing, labelling etc > Any work previously done on the collection which may be of use > Potential problems: will the collection have to remain accessible; > will the cataloguer have to undertake other work; how much support > will the cataloguer have? How experienced is the cataloguer? What > level of experience will you be able to recruit (very dependent on > salary)? > > Identify the different parts of the collection/jobs to do and assign > times. > > Take into account 'down time': introduction/debriefing, training, > breaks, sick leave, holiday, other duties, CPD, limited opening > hours/enforced closures. These can increase the time taken to > complete a project by 25-50% (especially if the cataloguer has to > undertake other duties). Someone working for a year actually only > works for 200 days. > > Add 10-20% on top of the figure you come up with for emergencies. > > Do a pilot yourself (including both simple and complex records). It > was, however, recognised that you simply may not have the resources to > do this. > > Experience of your own records counts for a lot. > > It will take longer than you think! > > > I think that includes everything, but apologies if I have left out > anyone's advice. > > Thank you once again. > > > Samantha > > Archives & Museum > North Wing > St Bartholomew's Hospital > West Smithfield > London > EC1A 7BE > > 020 7601 8152 > www.bartsandthelondon.nhs.uk/aboutus/museums_and_archives.asp > > > ---------------------------------------------------------------------- > ------------------------------------------- The information contained > in this message is confidential and is intended for the addressee > only. If you have received this message in error or there are any > problems please notify the originator immediately. The unauthorised > use, disclosure, copying or alteration of this message is strictly > forbidden. This mail and any attachments have been scanned for viruses > prior to leaving Barts & The London NHS Trust network. Barts & The > London NHS Trust will not be liable for direct, special, indirect or > consequential damages arising from alteration of the contents of this > message by a third party or as a result of any virus being passed on. > ---------------------------------------------------------------------- > ------------------------------------------- > Nick Poole Director MDA The Spectrum Building The Michael Young Centre Purbeck Road Cambridge CB2 2PD Telephone: 01223 415 760 Email: [log in to unmask] Website: http://www.mda.org.uk