Post on 14-Apr-2018
© Rosemary Fischer 2013
A Manualfor Interns and Volunteers
Rosemary FischerUniversity Archivist
Clayton State University
© Rosemary Fischer 2013
Introduction Types of Interns and Volunteers Contents of a Manual Breaking Down Projects Sample Collections
A Manual
© Rosemary Fischer 2013
Who am I and how did I come to create A Manual for Interns and Volunteers
“Idea generator” not a text on “how to” prepare a manual
Like “build a bear” – many choices and options
Each manual will be different to reflect the archivist and the archives
Introduction
© Rosemary Fischer 2013
Types of Interns & Volunteers
Interns Volunteers
Interns doing an internship – but not interested in archives – different skill levels
Interns doing an internship – interested in archives – different skill levels
Interns that have taken classes in archival studies
Volunteers that just want to help – skill levels vary
Volunteers from outside your organization – skill levels may vary
Former intern that returns as a volunteer
© Rosemary Fischer 2013
Totally up to the creator of the manual Individual projects Information about working with different
collections Information about the positions of intern
and volunteer Time sheets Anything you choose to have as a ready
reference for the interns and volunteers
Contents of a Manual
© Rosemary Fischer 2013
Contents of the CSU ManualSection I
Section II
Section III
Section IV
About the job and position
Rules for working in archives
Links to information about working in archives
Projects
© Rosemary Fischer 2013
Contents – Section ISection I Knowledge, skills and
abilities
Goals and objectives
Job description
© Rosemary Fischer 2013Knowledge, Skills, and Abilities
Excellent communication skills, both written and oral.
Good research skills. Be able to understand and follow written
and spoken directions. Work well unsupervised. Work well as a team member. Working knowledge of computers Dependable, respectful, trustworthy and a
good problem-solver. Must be at least a junior in the
undergraduate program.
© Rosemary Fischer 2013
Goals and Objectives
GOAL: Complete a 150-hour internship and gain knowledge and experience working in a university archives.
Objective 1: Gain a basic understanding or archives and archival work.
Objective 2: Learn to work with and process archival collections.
Objective 3: Learn about archives and archival careers.
© Rosemary Fischer 2013
Job Description
Duties of an intern◦ Vocabulary – “buzz words” in the archives◦ Space assessment – what makes it archival space?◦ Discovery – “What’s in the box?”◦ Inventory◦ Arrangement◦ Description – writing finding aids◦ Creating exhibits and displays◦ Researching and preparing written reports◦ Preservation – taking basic steps
Skills Needed◦ Strong work ethic◦ Ability to follow instructions◦ Basic research skills◦ Organized, methodical, detail-oriented◦ Good communication skills-written and oral
© Rosemary Fischer 2013
Contents – Section IISection II Rules to work by
Basic rules for working in archives
Time Sheets
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Rules to Work By
Arrange work schedule with archivist. Keep to your prearranged schedule. Call or email archivist with any
changes to your schedule. Be on time-ready to start working at
the scheduled time. Turn in time sheet on the last day of
the week you work. All projects must be typed in format
determined by archivist. Communicate.
© Rosemary Fischer 2013
Basic Rules for Working in Archives
Don’t do anything that can’t be undone. Ask questions. Work slowly and methodically. Do not rush. Use gloves when handling slides, negatives,
photographs, and film. Do not use hand lotions or creams. Wash
hands before beginning to work. Use pencils not pens. Keep original order for collection. Do not allow students, staff, or faculty
outside archives to go through collections. Do not remove parts of the collections from
the archives.
© Rosemary Fischer 2013
Time Sheets
Enter the hours you work each day
Use one time sheet for each week
Total the number of hours for each day and for the week.
Put completed time sheet on archivist’s desk the last day you work each week.
Sample time sheet.
© Rosemary Fischer 2013
INTERN'S NAMESpring Semester 2013
Week Week Ending HoursYour
Hours Comments1 12-Jan-13 10 0.00 2 19-Jan-13 10 10.00 3 26-Jan-13 10 9.00MLK Day off - 21 January 20134 2-Feb-13 10 9.00 5 9-Feb-13 10 14.00 6 16-Feb-13 10 14.00 7 23-Feb-13 10 10.00 8 2-Mar-13 19.00SPRING BREAK 2-9 March 20139 9-Mar-13 10 6.50
10 16-Mar-13 10 10.00 11 23-Mar-13 10 0.00 12 30-Mar-13 10 10.00 13 6-Apr-13 10 8.00 14 13-Apr-13 10 10.00 15 20-Apr-13 10 16 27-Apr-13 10 CLASSES END 29 April 2013
TOTAL HOURS 150 129.50
20.50Hours remaining in internship
2# of weeks remaining in internship10.25Number of hours/week
© Rosemary Fischer 2013
Contents – Section IIISection III(Links to
online resources)
NEDCC Technical Leaflet-Care of Photographs
NARA – Archival Arrangement-Five Different Operations at Five Different Levels by Oliver W. Holmes
Solinet Preservation Services Leaflet-Handling Books in General Collections
NEDCC Technical Leaflet-Removal of Damaging Fasteners from Historic Documents
© Rosemary Fischer 2013
Contents – Section IV - Projects
Section IV Has its own index
Can be arranged by collection or project, i.e. Presidents’ Collection, Business School.
Can be arranged by type of project, i.e. discovery, inventory, arrangement, description, preservation, digitization, exhibits.
Can be arranged by a specific type of collection, i.e. photographs, publications, artifacts.
© Rosemary Fischer 2013
I require these projects for all interns –volunteers do the first two and may assist with Project 5.
Project 1 – Vocabulary Project 2 – Space Assessment Project 3 – Archives and Archival Careers Project 4 – Environmental Tracking Project 5 - Exhibit
Projects - Required
© Rosemary Fischer 2013
Look at the steps that have to be accomplished to process this collection – make a list.
Put the steps in order that the work should be done – note each little step.
Each step should get closer to processing the entire collection.
Breaking Down Projects
© Rosemary Fischer 2013
Banker box full of slides – some are in plastic slide pocket files, some are loose, some are in miscellaneous envelopes. None have any identifying notations.
Step 1: Sort by activity, date, or any evidence that exists (graduation attire, homecoming, dental hygiene clinic, campus scenes, etc.)
Step 2: Identify by event, person, clothing, location, anything that can link slides together.
Project Example
© Rosemary Fischer 2013
Step 3: Put slides in archival envelopes or sleeves.
Step 4: Label the sleeves with any identifying information that you have.
Step 5: Describe the contents of the box. There will be multiple small collections of different events, people, events, or places. Write a small paragraph about each small collection, i.e. number of slides, basic description, contents.
Project Example continued
© Rosemary Fischer 2013
Two collections to turn into projects:
First Collection – Tub of Camp Fire Information – different types of items
Second Collection – Tub of Files from Genealogy Research, different types of items
Sample Collections
© Rosemary Fischer 2013
Rosemary FischerUniversity ArchivistClayton State University2000 Clayton State BoulevardMorrow, GA 30260rosemaryfischer@clayton.edu678.466.4333
Contact Information