First - before you even select the volunteers, do have a "cataloguing bible"
and work forms with examples of how you would like them filed out, in place.
This will make life a lot easier for you and the volunteers.
Second - determine who is going to enter this data they are creating - is it
you, the intern or the volunteers themselves. If it is the volunteers, are
they entering straight into the database or into a work file to be later
filed into the database? In either case, again, have a "data entry bible" on
hand, even if it is only a few sheets of information, it will make life
easier for all.
Third - write out exactly what the project entails, ie: "over 4,000 objects
digitally photographed, cataloged and researched" note what views of the
object are to be photographed, what resolution etc, outline what is to be
done with the images, list what some of the research resources are or where
they are located (ie registration or history files, library), note the level
of detail required in the cataloguing (superficial/basic or detailed).
Only after you are really clear about all these details can you then
carefully select and train the volunteers, using the cataloguing bible and
work sheets, emphasize the importance of format (ie dates and names), and
remind the volunteers just how important their contribution is while still
carefully supervising their initial work on paper before training them on
the computer, and afterwards constantly spot check the work. The hardest
thing to do is the actually description or historical notes, but try to
drill in the KISS principle - Keep It Simple (clear and concise), sometimes
too much detail can cloud the description and you lose site of what the item
is. Don't forget to instruct then on how to handle the objects, for the
objects safety and their own (I know here at my museum some of the artifacts
can do more damage to you then you to them!).
All of this preparation will make the project go much smoother and everyone
will be happier doing it. Also if there are any supplies needed, get them in
first. As someone currently supervising a bakers dozen of volunteers who are
all cataloguing something I am speaking from experience.
As for you goal of having the 4000 objects done in one year it may be
possible depending on the number of volunteers you have working on the
project and the amount of time they can committee, don't forget if they are
like any of some of our volunteers, once the golf links open up they can't
give as much time as during other seasons. Estimate approximately 1 hour of
research/cataloguing/data entry per object. As is always the case, we all
catalogue at different speeds, some faster then others, but an average of
one item an hour gives you something to calculate from. It may be possible
to complete your project in one year, but I think that for safety's sake I
would put a buffer in of 2 years - again it all depends on the depth of
information that you want.
The other thing to bear in mind is that with such a large collection and a
number of volunteers coming in on different days - you will have to come up
with some way of physically identifying those items already catalogued -
sometime just a coloured dot on the tag will suffice.
Good Luck with your project, it can be done! We can never underestimate the
value and contributions of our volunteers, there is so much that has been
done in my collection over the last couple of years that simply would not
have been done if it weren't for a couple of handfulls of dedicated
volunteers.
Carol Reid
Collections Manager, Archives
Canadian War Museum
330 Sussex Drive,
Ottawa, ON, Canada,
K1A 0M8
www.warmuseum.ca
tel: (819) 776-8661
fax: (819)776-8657
e-mail: [log in to unmask]
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