[NS-Heralds] Archiving of files, was Re: Paperless World

[Bronwyn Noble]

I just knew it would be you, Ary.  Thanks for the correction.

B

On Mon, Oct 20, 2008 at 10:41, Jacquie Ziegler <shauna at bresnan.net> wrote:

> Sara L Uckelman wrote:
> > Quoth "Bronwyn Noble":
> >
> >> What I think that Laurel is wrong (I think that they're doing it wrong,
> I'm
> >> sure if this is not the case someone will correct me with thanks), is
> that
> >> it's not digitzing both ways, i.e., while some wondeful volunteer is in
> the
> >> file room running old records through the scanner, the new submissions
> >> should be running through another scanner in another room as they come
> in.
> >>
> >
> > Yup, someone will tell you you've got it wrong. :)
> >
> > We currently are both scanning the archives and scanning the incoming
> > submissions -- though right now, it is not Laurel staff that are doing
> > the latter, but the kingdom submissions heralds, most of whom scan
> > their paperwork before sending it to Shauna, and then either email the
> > scans or include a DVD or CD with them on in the packet.
> >
> > Not a single piece of paper gets sent to Amsterdam; I do all of my
> > decisions on the basis of scanned paperwork that's put in a secure
> > area for the sovereigns to access.
> >
> > If anyone wants more information about how the archival process
> > works, or to volunteer to help out with it, contact Mistress Shauna
> > Ragged Staff -- I'm sure she'll be more than willing to tell you
> > everything you want to know. :)
> >
> > -Aryanhwy
> >
> >
> OH, BOY! VOLUNTEERS!
>
> Okay, I'll calm down. A bit.
>
> Yes, everything coming in currently is scanned - but that is only the
> new information, and not a complete record - the decisions and
> commentary are not part of the scanned stuff (yet - we are still working
> on how to marry those up). Only about half of the Kingdoms send me scans
> with their files, I do the rest myself.
>
> Yes, I said myself. I am the only one doing 95% of the filing work at
> this time, including monitoring the archiving projects. I have one
> filing helper who does stuff in-town and comes by every week or so to
> drop off files ready for filing and pick up more that are ready for
> final processing. This involves putting the decisions (on sticky paper)
> inside the file folders, stamping the forms with the decisions and date,
> putting the label on if it is a new file and finally writing the year on
> the outside. She can do that at her house easier than at mine, and this
> system is what we have been doing for about three years. She also comes
> by to help with the actual filing, but not on a regular basis - it
> depends on how much I have sitting and also her schedule. We all have
> lives, but mine revolves around the files more than anything else, right
> now.
>
> I don't have ALL the submissions files in my garage - only the ones with
> activity post-1994. Everything that was considered 'old' or 'dormant'
> during Elsbeth's tenure as Laurel was scanned and put onto a set of
> CD's. There were two 'pulls' - first everything with no activity since
> 1985 then a second one with a cutoff of 1993. Right now, a third 'pull'
> is in process, with a cutoff of 1999. Since 2004 I have been scanning
> stuff as it comes in, so we only have about a 10 year 'gap' of no
> scanning of items.
>
> How we figure the cutoff date is simple - when a file is either created
> or added to, the year of action is written in pen on the outside, so we
> can see at a glance while going through hundreds of files if it is a new
> or recent file or something that is older and can reasonably be archived.
>
> The process of getting the files to the person currently doing the
> archival scanning is simpler, but it still requires some handwork. I go
> through a file drawer that is bursting at the seams - and most of them
> are - and pull out all the files with a date pre-2000. Then, I go
> through the files in a triage process to pull out duplicates and remove
> staples and paper clips. At the same time, I am writing up a quick
> packing list, so that there is a record of what I have shipped off.
>
> When the gal is ready for a new shipment, she lets me know and I send
> her four or five boxes of files via FedEx. Currently, we are only in the
> beginning stages of this process - only from A to Elz has been shipped,
> and only from A to somewhere in the C's is fully scanned and available
> electronically. Sadly, I started this process over two years ago. We
> started out using a filing number system that really did require only
> one person do all the work, to keep the numbers consistent, but with the
> help of a computer guru or two (Robin Codex and 'Mr OSCAR' [Istvan
> Wreath]) we have switched to a file naming system that imitates the
> filing cabinets. This means that more than one person could be doing the
> archival scanning.
>
> Once the files are scanned and the scans are verified, the actual files
> get shipped to the Society Archivist for final storage. Nothing is
> destroyed, just no longer taking up space in my garage. :-) I have
> written up two different sets of protocols for the scanning projects -
> the current scanning protocols have been sent to all the submissions
> heralds, and new people get the same information as they take office.
> Some Kingdoms don't scan, and I have no clear idea why in most cases.
> The number is slowly growing of those that do, however, so there is
> movement in that area. Right now, it is not mandatory to send me scans,
> but that could definitely change - discussions about this are ongoing
> within Laurel staff.
>
> The archival scanning protocols have to be slightly rewritten to account
> for the new file naming system, and that is also happening now.
>
> There are two other sections to the archiving project - the group files
> and the Kingdom binders. The group files are the individual files for
> groups - Shire, Baronies, Principalities, etc. These have NEVER been
> gone through in any systematic way, that I can tell - they are in awful
> shape. Some of them require a lot of repair - taping and such - before
> they can even be handled let alone scanned. I am doing the group files
> myself, rather than trust shipping them out because of their condition.
> I have done all the A and B groups, and the C groups are in a crate
> waiting for me to start on them when I can.
>
> The Kingdom Binders will take some figuring out - I still am not
> completely sure how we are going to name the different files. I have
> experimented with a couple of models but am not happy with either. This
> is a long term project - all three parts are - as the Kingdom binders
> are not going anywhere until I get it crystal clear. If I did ship those
> off to someone to work on, I would only do one binder at a time - they
> will take a lot of work, I do know that.
>
> I realize that this is long, but I felt that the knowledge needed to get
> out, considering the discussion happening on this list.
>
> Baroness Shauna of Carrick Point
> Ragged Staff Herald
>
> _______________________________________________
> NS-Heralds mailing list
> NS-Heralds at mailman.itasca.net
> http://mailman.itasca.net/listinfo/ns-heralds
>



-- 
Bronwyn ferch Gwyn ap Rhys
Barony of Jararvellir
bronwynpn at gmail.com

---
It is better to keep your mouth closed and let people think you are a fool
than to open it and remove all doubt.
                        -- Mark Twain

Why don't I always follow Mark Twain's advice?
                      --- Bronwyn ferch Gwyn ap Rhys