Greene County Historical Society Database InformationSummer 2009

Jen Wiley and Jenn Hugman

What Exactly Did You Do at Greene?

We came to the Greene County Historical Society to spend the summer

organizing and describing the collection of artifacts in the museum. When we arrived

there were already around 300 items in the database. However, these items did not have

very extensive descriptions and had not been photographed for the most part. We began

by exploring the filing cabinets and found several accession forms (forms filled out by

members of the Society with information including date, donor, item name, and

description) which we used to supplement the existing database. This was a good way to

familiarize ourselves with how FileMaker worked and with what kind of information was

pertinent to the database. Once that was done, we began going through the shelves,

focusing first on the items we had already found information on and items that had

already been labeled with an accession number. We went through, item by item,

describing and photographing each, keeping a handwritten account as well in case a

picture got skipped or a typo occurred. We found this list to be essential as we moved

through the collection in helping us fix any mistakes.

After we had moved systematically through each location, we went back to the

beginning and began describing the items we did not have information for. This meant

having to number and name each item on our own which took some time to get used to.

Jackie had provided us with any information the Society had, including thank you notes

and newsletters, to help us find donors and years. About three fourths of the way through

this part of our job, we found additional documentation of donors as well. To make sure

every entry was complete, we returned to each item and supplemented its entry with the

new information. Once every item was accounted for and described to the best of our

abilities, we worked on properly storing items. This included putting like items together

and making sure they were stored at an archival quality. Finally, we printed each item’s

form from the database, put them in numerical order and into binders via page protectors

with any additional documentation we had found for each. The database as it stands has

all information available to us.

We finished the project by making note of any items that we found documentation

of but no artifact so that others might be able to find them in the future. We hope this

packet will be of use to future members in keeping up the database.

-Jen Wiley

How To’s

How to Use Documentation (Hugman)

• Usually, the best available form of documentation is a completed accession worksheet. This kind of documentation will often not only have donation years and the name of the donor, which is important for purposes of creating accession numbers, but also descriptive background information about the object.

• Sometimes all that is available is an index card with the name of the object and a sentence with either donor information or a short description. However, any small amount of supplementary information is valuable and should be included in the database.

• When creating accession numbers, be sure that they match up with donation information. • Any background information should be added to the database under “Description”

following the physical properties of the object. Reviewed documentation should be placed in a page protector in the collections catalogue binders with its corresponding printed page from the database.

How to Number an Artifact (Wiley)

• The numbering system is Year.Donor.Artifact Number• For year, use the year the item was donated. If that is unknown, use 9999• For donor, check to see if that person already has a number during that year. If they do,

use that same number. If they don’t assign them the next available number. That is only their number during that year. If they donate again another year, they will need a new donor number. If the donor is unknown, use 99.

• For the artifact number, simply give it the next available number for that donor.• Make sure any one digit number is proceeded by a zero for the sake of format.• Example: If donor 2 in 1985 gave three objects they would be numbered 1985.02.01,

1985.02.02, and 1985.02.03

How to Categorize an Artifact (Wiley)

• Once you have identified what the artifact is, organize the database by category and scan through until you find the category that best fits your item. Keep it general.

• If you cannot match an existing category to your item, don’t be afraid to make a new category. This may mean adding to an existing one, such as adding “book” to “Document.” This would be represented as “Document, book.” Keep the most general part of the category first and get more detailed as you add.

How to Describe and Name an Artifact (Wiley)

• To name the artifact, try to be as accurate as possible. This may mean using Google or asking for help. We often asked members of the Society for help with naming. If you cannot figure out what the object is, make a guess (keeping it vague) and put a question mark beside it.

• To describe the artifact, be as detailed as possible. Though a picture accompanies the entry in the database, someone may have trouble seeing it or may miss something you

can see holding the item in your hand. Imagine you are describing it to some one who cannot see the item at all. Be sure to include dimensions.

• If the item already existed in the database before you began your entry, be sure to include a note at the end of the description with the date and any initials provided in the first entry with a note that reads “1st entry.”

How to Label (Hugman)

• Check the database for the number of the object being labeled. • It should have three numbers – the year of donation (4 digits), a donor number (2 digits),

and a number that corresponds to that specific object (2 or 3 digits). • For most objects, a small sticky label with the number written on it in a discrete location

will work. However, if the object is fragile or would be damaged by the residue left by a sticky label, it may be necessary to use another method.

• If possible, strung paper tags may be looped through an object, for example through a handle on a trunk or a buttonhole in a piece of clothing.

• Textiles may also have tags sewn in. To label books, put a piece of tape on a plastic bag, write the accession number on the tape, and place the book inside.

How to Photograph (Hugman)

• For most objects that are not too large to be moved, the best setup for photographing will be a flat table with some kind of solid-colored cloth draped over it for a neutral backdrop.

• If the object cannot be photographed from above, boxes will need to be stacked at one end of the table and the cloth draped over the boxes and table to create a backdrop for straight-on shooting.

• Place the object so that only the cloth will be seen in the background of the picture. • Put a ruler next to the object to provide a sense of scale. • Be sure to zoom in adequately on small objects and stand at an angle when

photographing glass or plastic to eliminate glare. • For photographing textiles such as dresses and hats, use a form or mannequin head with

the cloth draped in the background.

How to Make a New Record (Wiley)

• To make a new record in FileMaker Pro, first click the new record button on the top menu bar.

• Give the artifact an accession number as described above.• Categorize the artifact as described above.• Name the artifact as described above.• Give the name of the donor and the location where the artifact can be found• Describe the artifact as described above.• Add the date of the entry and your initials• If the date of the actual artifact is known, add that as well. This can be as general as the

1800s or an exact date like Jan. 2, 1924. • If the artifact clearly needs additional care, make a note of what it needs.

How to Store Books and Textiles (Hugman)

• Fragile books may require boxing to ensure that any loose pages or binding stays together and to provide further protection from sun damage.

• Customizable book boxes are available through Gaylord; these are essentially long strips of acid-free folder stock with perforated lines to allow folding to the appropriate size. One strip is fitted vertically and the other horizontally over the book, and the outside strip is secured with a piece of Velcro. See the Gaylord website under “Archival Book and Pamphlet Maintenance” for more information.

• Textiles should be stored in acid-free boxes of the appropriate size to minimize folding. Sheets of tissue should be placed in between each article of clothing layered in a box, or stuffed into hats to retain their shape. From the Gaylord website:

“Cellulose fibers (cotton, flax, jute, ramie and rayon) may be stored in either buffered or unbuffered paper products. Protein based materials (silk, leather, furs, wool, etc.) are sensitive to alkalinity and should not be stored in contact with buffered products. Lining the box with unbuffered tissue or paper will provide a safe environment. If you are unsure of your fabrics, or if they are of mixed fibers (e.g., a linen sampler with silk embroidery), choose unbuffered materials.”

How To Import New Pictures to FileMaker 10 (Wiley)

• Make sure all of your pictures are named the same accession number as the entry in the database

• Add “-01” to the end of the picture name• Go to Form view in the database• Click the button for “Pictures”• Click the button for “Import New Pictures”• Specify the folder you wish to import (Artifact Pics) by clicking the “Specify…” button

and then one click on the folder you wish to open. If adding just from one day, only specify the folder with date you wish to import.

• Make sure the check under the “Specify” button is marked to import all subfolders• Check to import pictures and movies (not text)• Click “Continue” (it will show a loading bar, the pictures are not being imported yet

though)• Click the circle under “Import Action” for “Add new records”• Do not mess with anything else on this screen• Click “Import” in the lower right corner

How To Replace Corrected Pictures (after rotating or cropping) or To Add Picture that was Missing Without Adding Duplicates of Everything Else (Wiley)

• Click “Show All” in the top menu of the main database IMPORTANT• Go to Form view in the database and click the button for “Pictures”• Click “Show All” in the top menu of the picture database IMPORTANT• Click the button for “Import New Pictures”

• Specify the folder you wish to import by clicking “Specify…” (it will be fastest to click the specific folder under “Artifact Pics” that you corrected the image in)

• Check to import pictures and movies (not text)• Click “Continue”• Click the circle under “Import Action” for “Update matching records in found set”• In the white box at the top click the arrow between “File Name” and “Pic_Name” so that

an equals sign appears IMPORTANT• Click “Import” in lower right corner

How to Re-Number a Picture (Wiley)

• Re-number the thumbnail in the database, re-number the picture in the “Artifact Pics” folder on the computer, AND re-number the picture in the “Artifact Pics” on the flashdrive

• IMPORTANT Once you’ve re-numbered all those, go back to the database, go to the pictures and correct the number at the end of “Pic Location.” The image will not be able to be clicked on if you don’t do this.

If a Picture Shows an Error When Clicked On (Wiley)

• Make sure the location in the picture database is right-The number at the end should match the number of the picture-If that doesn’t work, look at the date of the entry and make sure it

matches the dated name of the folder in the location

Problems We Faced

When Jen and I first began our internship at Greene County, we were aware that

we had been hired largely because of our relevant work experience that would provide a

reference point for us while we were creating a database of the collection. However, we

quickly realized that each job comes with its own set of problems that require solutions

unique to certain situations. One of the first obstacles we had to overcome was

understanding how the database functioned that had been created before we were hired.

This was a learning process in that neither of us was familiar with FileMaker Pro, the

program used to create the database; however, entering new information and editing

existing entries proved not to be very challenging. Additionally, the information that had

already been added was usually helpful in that the majority of accession numbers of items

that had already been labeled were entered correctly. For any numbers that did not

match, we were usually able to find an object that matched an existing description in the

database. Unfortunately, one of our most common problems was having too little of such

information: existing descriptions would often be as sparse as a few words, maybe even

the exact words of the object title. We also faced contradictions in numbering, usually

with labeled objects we found that had different numbers from their matching entries in

the database. Finally, there were a number of objects in the existing database that were

never found, perhaps because they were returned to the donor and no one ever made a

note of this.

One of the most frustrating problems Jen and I faced was solving the mysteries

behind objects lacking documentation. Not only did we have to assign numbers to these

objects that indicated their missing donor information (the number 9 substituted for each

digit of the donation year and/or donor number), but we also had to figure out what to call

them. This might not sound all that difficult to do, but when absolutely no

documentation existed for an object that neither we nor anyone we asked had ever seen

before, making an entry for it in the database became a guessing game. Our constantly

referenced example of this problem is the item that is still in the database as a “miniature

saddle.” While everyone we have talked to about it is fairly convinced that this object is

not actually a toy saddle, no one can think of a better way to describe it because even

local Greene County farmers are baffled as to its true name and function. We are hopeful

that someone will be able to identify these unknown objects later on, and have discussed

with Jackie a potential feature in the Greene County Record with pictures of the items to

draw on the expertise of local citizens. When we were able to identify our “mystery

objects,” it was always a big relief. This accomplishment was usually achieved by asking

an outside source, whether it was Google or local farmer Dookie Deane, or finding long-

lost documentation. Finding documentation after having already numbered the described

items with “9999” numbers was frustrating because it required changing the item’s

picture number in several locations on the computer, in addition to going back to label the

object. However, it was still encouraging to know that each of these reassigned numbers

indicated progress in providing some kind of backstory for items that might otherwise

seem insignificant.

Because Jen and I were usually working independently we would often come up

with questions for Jackie in the process that we could not ask her immediately. While I

was taking a summer class for the last month of our internship and had to work later

hours as a result, we were even working independently for each other and would come up

with questions for the other person that could not be answered right away. Although we

each have good memories, questions like these that needed to be answered before work

could proceed would pile up and later be forgotten. For this reason, we became avid list

makers. On any given day, an “Ask Jackie” or “Ask Each Other” list would be a work in

progress that was continually updated as the need arose. In addition to these lists, Jen and

I kept a running list of tasks that we needed to complete, as well as a list of object names,

numbers, and locations that corresponded with the order in which we took pictures. This

last list helped us keep track of items that may have been skipped over in the

photographing process. It was very helpful when we were assigning new numbers to

make sure we did not assign duplicate numbers. Lists kept us organized, on task, and

helped us fix our mistakes.

-Jenn Hugman

Future ProjectsThough we did as much as we were able, there are a few things that we believe

could be done to further the success of the database and of the Historical Society.

Transcribe Documents

Our main goal was to simply account for and organize all the artifacts in the museum which did not leave us time to thoroughly examine every document we made note of. This would involve actually reading each item, possibly providing a transcription, and making note of the actual contents. We believe this would beneficial for a number of reasons. First, it would provide a more accurate description of the items that the museum actually owns. Second, it would provide a lot of insight into the history of Greene County. Genealogy only goes so far. These letters and contracts can show the friendships and business relationships of the citizens of Greene County that cannot be seen through genealogy. It may even provide information on what was important to the people at the time.

Storage

Though we did our best to properly organize and store all the items in the museum, we did have limitations. Possibly in the future, with some additional funding and maybe even a little research into better techniques, the items could be returned to and organized further. This could mean additional boxes and packing paper for the textiles, boxes for the books, and boxes for the artifacts that are loosely sitting out on the shelves. It could also include storing artifacts with like items, as we did with the textiles. This would be important purely for the preservation of the artifacts and for easier access to items.

In Depth Research

As already mentioned, our main goal was the account for all the items in the museum. This meant leaving out a lot of details that could be discovered with some much more thorough research than we were able to do. Things such as dates, materials, and uses of the items could really use additional looking into. We believe that this is important to integrity of the database. It may even help with exhibit planning and organization.

Better Genealogy Database

Though we did build a quick database to account for each book in the genealogy collection, it was very general, only including the title and author of each book. Since genealogy research is such an important function of the Historical Society, we believe that it would be very important to have a more in depth database for this collection. This could include names of families, years, etc.

-Jen WileyPotential Exhibits

Places: museum display cabinets, Clerk’s office, Visitor Center Ruckersville, schools, Greene County Library

Civil WarRobert E. Lee letterR E Lee transcriptPicture of Confederate FlagsHarpers Weekly 3/24/1864

Farm & Domestic LifeFarm implementsDomestic equipmentCooking

Cabbage shredderCorn huskerSilverwareJugs, plates

PreservingCanning jars

Meat production Butter making

Moonshine making

Women in Greene CountyKitchenTextilesCivil war eraPersonal items (e.g., curling iron, hair nets)JewelryChatelaines

Medicine and HealthDr. Davis equipment

Optical test kitSaddle bag

PhotoRecord book

Dental kitBleeding knifeMedicine bottlesGalvanic belt with pamphlet

Textile Production & useSheep shearers, flax heddle and wheelLinen tablecloth, black and white coverletIrons, hem marker, darner and thread

Local GovernancePostmaster certificate and appointmentPost Office stampsPO BoxesCounty of Greene notes 1860Treasurer’s receipts (>1860-1912)

Law Enforcement Sheriff materialsPhotosGunParking placeDaily Progress D. Maurer piece

Census in 2010Census records?Census picture Met. Museum (JLP get copy)

ElectionsVoter registration booksDemo election machineIke buttonGeorge Wallace poster

EducationTeacher contractsTeacher diplomaText books

CommerceJoseph Ham materialsLedger books with store records

Ledger books with farm recordsReceipts from Morris StoreCoca Cola signPepsi bottleHanging rack for fabricSeed box display caseAccounts holder from Morris StoreCoins

TravelSouvenirsTrunksSaddle bagsPostcards (20s-60s)

75th Anniversary of the Shenandoah National Park in 2010Skyline dolls (5)BasketFlattop painting1935 Newspaper reproGreene County Magazine articlesMaps

Native American LifeHelen Hord CollectionCharles Dean/Columbia Gas Collection

-Jackie Pamenter, Jenn Hugman, and Jen WileyMy Experience at Greene County Historical Society

Before I started working at GCHS, my conception of an ideal internship that

would make use of my background in art and architectural history was one at a well-

known museum in DC. I thought that building up my resume by becoming one of many

interns performing minor tasks at such a museum would be the perfect way to spend a

summer. However, this summer I found that not only was it more realistic to hope for a

position at a smaller museum, but it was just as fulfilling an experience as I could have

ever had working at a large museum, if not more so, and certainly more personalized.

When I was hired for the position at GCHS back in the spring, I was excited to

have finally found a job that would utilize some of the skills I had acquired through my

college classes. Despite this excitement, I was unsure how to feel about the location of

the job. It was a significant commute from Charlottesville, and was definitely in a more

rural setting than I would have ever seen myself working before. Finally, the building

had been converted from an old jailhouse into a museum and still had bars on the

windows! I had my reservations, but working at GCHS I grew used to the setting and

came to appreciate it. While I am not a city girl, I definitely had not spent much time as

far away from city or suburban life as Greene County. I am also used to walking down

the street and not seeing anyone I recognize. Only the second time I came out to Greene

County, when we met Jackie for lunch, I realized how different even such an everyday

occurrence as walking a few blocks to get food could be in a small rural town. Jackie

knew everyone we passed by name, and they were all friendly! If I was amazed at these

nonchalant exchanges of pleasantries between people on the streets, I would be even

more so when Jen and I were polled by the local newspaper on our first day of work. On

our way to lunch, April, the editor of the Greene County Record stopped us, declared we

were the first young people she had seen walking around, and asked us our opinions on

cell phone usage in schools. The next day, our pictures and quotations appeared in the

paper - we already felt like celebrities. Soon, we became known by the collective title

“The Jennifers,” a name that most people found easier to say and remember. We became

some of Lillian’s most reliable customers at her Little Shop on Main Street, and she knew

us by name by the second or third time we ordered carry-out.

Besides getting to experience a taste of everyday life in Greene County, Jen and I

were impressed at the amount of interest that the locals had in the work we were doing at

the historical society. These interactions made work much more interesting, as we were

continually explaining exactly what our job description entailed. Whether it was

members of GCHS listening to our report at the board meeting and trying to help us

identify the “miniature saddle,” or Dookie Deane, a local farmer, supplying us with any

information we would want to know about old farm equipment, or Lillian asking us

several times when we picked up lunch what was new at work, we always felt that people

in Greene County were excited to have us here. Perhaps the climax of all the attention

we received was when April interviewed us for a feature in the Greene County Record on

local interns. When our pictures showed up on the front page, we knew we had

discovered one of the many hidden perks of working in a small town. This enthusiasm

made us feel that our work was truly being noticed and appreciated in a way that would

not have been realistic at a large museum.

While some of my favorite memories of GCHS come from the change of scenery

from what I was used to, not only physically but with the kinds of people we met, I also

enjoyed the working experience itself. I liked the fact that Jen and I were given free rein

to approach the database project how we saw fit; we were trusted in our knowledge and

experience from the beginning. This level of independence was also necessitated by the

fact that we were usually the only two people in the building at any given time. Jackie

stopped in to check on us periodically and answer any questions we might have and

occasionally help us with what we were doing; this approach was just the right amount of

supervision that we required. She gave us guidance and helped us get past any barriers

we came across in our work, but mostly Jen and I were completely in control of the

project we were assigned. We both liked knowing that the work we were doing was very

much needed by GCHS and that we could help them achieve a level of organization that

was not possible before without having someone able to commit as much time to the task

as we were. Hopefully our database will continue to be updated and remain in use as

long as possible so that the internship will prove to have been an enduring success.

-Jenn Hugman

My Experience in Greene

Before I worked here in Greene, I never could have guessed what it would have

been like to live in a small town. Sure, I had seen the small town culture in movies, read

about it in books, but never in a million years would I have thought I would end up in

one. I had worked two jobs in downtown Pittsburgh and one on grounds at UVA, but

there is very little that those jobs could have done to prepare me for Greene.

When I first was told I had gotten the position, I was floored. I am applying to

grad schools in the fall for a masters in library science with a focus on digital archiving

and this seemed perfect. Sure, the thought of sitting in an old jail with bars still on the

windows was something I had to get used to, but the rest of the position just completely

excited me. And the more I learned, the more I liked.

The town of Stanardsville truly seems like a town from one of those books I

mentioned earlier. I mean this in absolutely the best possible way. Everyone here was so

friendly and so interested in what we were doing. I did have to get used to being looked

at with that expression that so clearly said “Who are you?” but the person with that

expression always also seemed to actually be interested in finding out the answer. This

was a completely foreign concept to me coming from a city where you learn fairly young

to keep to yourself for everyone’s best interest. Our very first day, April at the Green

County Record saw us turn a corner and shouted “Young people!” We were in the paper

just a few days later. What I found most amazing though was the fact that she called over

here once or twice and could actually tell which one of us answered the phone. That is

just one example of many of the people here showing that they have real interest in the

people around town. The fact that we became quickly known as “the Jennifers” sums the

rest of the experiences up pretty well.

The actual work here was also great. We got to do so much hands on that we

never would have been able to come close to doing in a bigger facility. We really had

our hands in everything, even being asked to come to one of the board meetings to

explain to the members in our own words what exactly we were trying to accomplish.

Though I have to admit many of the farm tools scared the day lights out of me, I found so

many things here that I was so excited to tell people about. Besides that, there was so

much I learned from this. The way something worked, what it was used for, what kind of

people used it, these are all things that have always been my draw for museums anyway

and here I got to learn it almost every day. No doubt there were days that things seemed

to drag a bit, but that will happen anywhere. At least here they were balanced out with

new and interesting finds.

Getting the opportunity to work both independently and in cooperation with

Jennifer ended up working quite well. We started together, which was good since neither

of us had any idea how to start, but when Jennifer started her summer session we

switched to working opposite hours with just a little overlap. I found that this was

actually probably for the best since by that point the work we were doing was much more

of a one person job anyway (sorting through documentation, printing, etc.). I think we

worked well together, but I also think we worked well separately. We kept lists of

everything we did while the other was gone so that no one was confused when they came

back in the next day and so that nothing was getting done repeatedly, but we also used

our hour of overlap to update each other on what all was going on. This was especially

important if Jackie had been in while only one of us was there since our explanations for

each other were usually a little better than a note would have been. Jackie gave us all the

control we needed with just the right amount of guidance to make sure everyone was on

the same page. Working with both was very easy for me.

I am so grateful for my time here. It was truly a great experience in a great town

with great people. I know that what I learned here will be invaluable to me in the future.

Thanks for everything.

-Jen Wiley