Rosemary Fischer University Archivist Clayton State University © Rosemary Fischer 2013.

© Rosemary Fischer 2013

A Manualfor Interns and Volunteers

Rosemary FischerUniversity Archivist

Clayton State University


Introduction Types of Interns and Volunteers Contents of a Manual Breaking Down Projects Sample Collections

A Manual


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


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


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


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


Contents – Section I

Section I Knowledge, skills and abilities

Goals and objectives

Job description


Knowledge, 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.


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.


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


Contents – Section II

Section II Rules to work by

Basic rules for working in archives

Time Sheets


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.


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.


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.


INTERN'S NAME

Spring Semester 2013

Week Week Ending HoursYour

Hours Comments

1 12-Jan-13 10 0.00

2 19-Jan-13 10 10.00

3 26-Jan-13 10 9.00MLK Day off - 21 January 2013

4 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 2013

9 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 internship

10.25Number of hours/week


Contents – Section III

Section 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


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.


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


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


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


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


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 FischerUniversity ArchivistClayton State University2000 Clayton State BoulevardMorrow, GA [email protected]

Contact Information

mailto:[email protected]

Rosemary Fischer University Archivist Clayton State University © Rosemary Fischer 2013.

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