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Andover Data Entry Project Handbook

Andover Data Entry Project Handbook

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Published by Mark A. Turdo
This is the current handbook for the Andover Historical Society's IMLS Museums for America grant-funded data entry project.
This is the current handbook for the Andover Historical Society's IMLS Museums for America grant-funded data entry project.

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Published by: Mark A. Turdo on Aug 03, 2011
Copyright:Attribution Non-commercial

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08/03/2011

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A
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ata
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THandbook 
For the Andover Historical SocietyCurrent 21 July 2011
Sponsored by
Mark A. Turdo, Project Manager WithPeter Barbas, Brittney Buckland, Jane Cairns, Jackie Caldwell, Theresa Conlon, Joshua Dallal, Kyra DeStefano,Ani Geragosian, Robin Grossman, Holly Heinzer, Marilyn Helmers, Barbara Hodgeman, Vecenza Johnson,Roberto Leon, Sarah Lynch, Rachel Macauley, Nikki Manning, Ellen Marcus, Robert Marcus, CordOhlenbusch, Joan Patrakis, Rachel Penner, John Powers, Erin Sheehy, Michael Simo, Alex Specht,& Valerie Lavoie
 
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T at a Glance
 
We are responsible for transferring collections information from paper files to thePastPerfect database, while addressing relevant curatorial challenges.
We…
are a temporary, parallel IMLS grant-funded project
are focused solely on the Society’s objects collection
realize that our work also affects the work of the rest of the Society
are information curators (not object or research curators)
 balance the quality of each record with the need to finish a quantity of records
complete each record to the best of our ability within the confines of the source material(s)
work closely with the collections committee and data entry sub-committee to addresscuratorial questions, challenges, and needs
recognize that collections research is a perpetual pursuit and is never complete, and byextension neither is a collections database
understand this process is an evolutionary one, which will continue to evolve long after the project’s conclusion
understand that the PastPerfect database is not similar to a Google or wiki tool or aMicrosoft product and are mindful that the database’s potential end users may beTrained Users: who are very familiar with PastPerfectExperienced Users: who have worked with PastPerfect beforeInexperienced Users: who have not worked with PastPerfect
Goals
To provide increased & efficient access to the Society’s collection for staff, volunteers, andthe Andover community
To provide a maximum amount of data through a minimum number of fields
To capture collections information that might otherwise be lost
To assemble all of the paperwork for each object into a single file while decreasing theSociety’s dependence on paper 
To leave the collections better organized than we found them
To protect the collection by reducing the need to handle objects
To create a mission-focused collections review and refinement tool
To create a data entry manual and a user’s manual for the benefit of future staff andresearchers
 
General Notes
1.
Use your head – read everything, question what you see, and make sure it makes sense.
2.
We are focused on entering information for the object collections only.
3.
Our approach to the data entry is:If it’s in the file we enter it.If it’s not we leave the field blank.If it’s contradictory we try to resolve it.
4.
 
Please remember to click the
EDIT
key before making any changes to a record.
Exception: select the cm measurement on the Objects Catalog before clicking edit
5.
For worksheets which postdate the accession number (e.g. an item numbered 1973.025.3which has a worksheet dated 1985) do not use the name and date on the worksheet for the
ACCESSIONED BY
name and
DATE
and the
CATALOGED BY
Name and
DATE
Use that information for the
CONDITION BY
name and
DATE
6.
Format all dates as MM/DD/YYYY (e.g. 02/04/1999)Except
DATE
field which is formatted as YYYY/MM/DDExcept
RECEIVED
field on Accession screen will take all date formats(one-, two-, or three-part dates)
7.
Use a forward slash (/) not a comma (,) to separate items in
ACCESSIONED BY
,
CATALOGED BY
&
MATERIALS
fields.
8.
Spell out all words, unless abbreviation appears on the object. Except:
Use Postal abbreviations for states (e.g. MA for Massachusetts)
Use periods for name initials when surname is spelled out but do not use a space between initials (e.g. L.A. Roberge)
Do not use periods for inititials only (e.g. LAR, USA)
9.
Spell out all numbers from one to ten. All other numbers may be keyed in as numerals.
10.
Make sure the cursor is always at the top far left of each field.
11.
For Muli-part accessions:
If pieces make a whole item, .1a, .1b, .1c, etc.
If distinct pieces make a complete item (a uniform consisting of shirt, jacket, and pants), use .1a, .1b, .1c, etc.
Set lexicon to reflect the collection (i.e. a shirt, jacket, and pants would all bedesignated uniform)

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