Scanners may be used to get the nuances of handwriting, typewriter fonts, etc.
and stored in databases as a file.  By all means keep the written records, but
being able to query a database I imagine is much easier (once learned) than
going through a hundred years worth or records when you are trying to find
something.
If someone were to rid themselves of all the paper documents, be sure to keep
several backups of information (some off site)  in case the computer crashes or
any other unforeseen mishap.

Katie Edlebeck
Deer Valley Rock Art Center
Arizona State University
PO Box 41998
Phoenix, AZ 85080
ph 602.582.8007
fax 602.582.8831
[log in to unmask]
www.asu.edu/clas/anthropology/dvrac

Janice Klein wrote:

> I had meant to reply to Robert Baron's comment about the information
> embedded in catalogue cards previously, but this latest response now reminds
> me...
>
> Because of the complexity of over 100 years of manual record keeping it WILL
> be difficult (if not impossible) to completely transfer all of the data and
> its nuances (handwriting, typewriter fonts, etc.) to an automated system.
> Perhaps the answer lies in imaging.  For example, we are planning to include
> an image of our catalogue card in our automated system, rather than "just"
> transfer the data.  Perhaps we should realize that not all written systems
> CAN be replaced with automated systems.  Do we really need to have
> correspondence, field notes, etc., in written format on-line, or can we use
> images of the letters and maintain all that embedded information?  What are
> the purposes of automation (i.e., what are we actually using the technology
> for)?:  Immediate answers from my perspective are wider access and the
> ability to organize and relate individual pieces of information in a variety
> of ways.  I don't see the necessity - or desirability - of getting rid of
> ALL manual records just because SOME work better in an automated format.
> And I certainly don't intend to "toss" my manual records!
>
> Janice Klein
> Registrar, The Field Museum
> [log in to unmask]
>
> >
> >But what happens as the automated system begins to replace the written
> >record, which it will as the generation of curators who are shy of
> >computerization are replaced by those who have used it their entire lives.
> >The kind of information contained in old accession files, in loan files,
> >etc. is complex and the relationships between objects, perhaps easy to note
> >on paper, require complexly fashioned database architectures.
> >
> >I foresee a tragedy in the making when the simple databases become the
> >foundation for more complex structures as they become needed.  It is the
> >same tragedy that librarians have suffered as card catalogues, often with
> >handwritten annotations, are tossed out and replaced by databases that
> >cannot accommodate the rich details and patina encoded by history.
> >
>
> >[log in to unmask]
> >
> >