GHM wiki - User contributions [en]

Processing: documents

2024-06-06T19:28:08Z

Jefflski: Added information on good practice for scanning documents

When processing documents, it is important to handle them with extreme caution and care, and follow the steps previously outlined in the safe handling of [[artifacts and documents]] guide.

If you are working on a previously (or currently) accessioned collection of documents, one of the most important steps is to scan these documents and upload them to Omeka. The scanner can be found next to the Macbook in the library.

To scan a document, first open the "Epson Scan 2" application on the Macbook. Once you do this, open the scanner and place the document '''front side down''' on the scanner glass, and close the scanner. On the computer, make sure you are on the epscon scan window, and select "400" for the DPI. This gives us as crisp an image quality as we can have, which is important for aging documents written in cursive.

Next, you'll select "Preview" to give an outline of what the scan will look like. Here, you can adjust the cropping to only show the document, which is generally a good practice in producing quality scans for Omeka. After this, you can scan, and then '''make sure to save the file as its accessioning number.''' This makes organization and uploading to Omeka much simpler, and reduces confusion.

Training documents

2024-06-06T19:14:55Z

Jefflski: /* Volunteer Guides */

==Volunteer Guides==
* [[New Volunteer Training]]
* [[Theatre Exhibit]]
* [[Dark Corner Exhibit]]
* [[Before Greer: Native American history]]

==For anyone who needs it==
* [[Safe handling of artifacts and documents]]
* Introduction to [https://cdn.nationalarchives.gov.uk/documents/archives/archive-principles-and-practice-an-introduction-to-archives-for-non-archivists.pdf archive principles and practice]
* [[Processing: documents]]
* [[Processing: archive folders]]
* [[Conservation: paper and documents]]
* [[Oral History: how to do an interview]]

==Omeka==

* [[Omeka: Take your first step]]
* [[Omeka: Add a physical location]]
* [[Omeka: Updating existing records]]
* [[Omeka: Physical item records (artifacts and documents)]]
* [[Omeka: Person records]]
* [[Omeka: Place records]]
* [[Omeka: Business records]]
* [[Omeka: Collections, and finding aids]]
* [[Omeka: photography and scanning]]
* [[Omeka: Dealing with errors]]

==For individual projects==
* [[Dark Corner newspaper archive]]

[[category:Training]]

Omeka: Physical item records (artifacts and documents)

2024-06-06T16:40:48Z

Jefflski: /* Updating an existing item record */ fixed a syntax error for omeka record searches

''There are multiple kinds of Omeka records. These instructions are how to create an artifact/document record for a physical item in the GHM collection, which will appear on the public site.''

''This page will gives two different areas of instruction:''

* ''Updating an existing item record''
* ''Creating a new item record from scratch''

== '''Updating an existing item record''' ==
''This is very easy. However, you must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!''

# '''Find the item record.''' There are several ways to do this, but the easiest is using the Search box at the top of the left column. If you know the object’s Accession Number, search for it using quotations (e.g., “2021.12.1” instead of 2021.12.1). You can also search with descriptive terms.
# '''Edit the record.''' In the search result, click on the pencil icon to the right of the title. If you are already looking at the item record, click the “Edit Item” button in the top right corner.
## '''Text''' edits, including all descriptive information, occur in fields on the first screen.
## Add '''photographs''' or other media using the “Media” tab at the top of the record.
## Assign the place to an '''item set''' like “GREER: artifacts” if it has not already been added, using the “Item sets” tab at the top of the record. If it is not in an item set, it will not show up in our records.
# '''Save the record''' with the “Save” button in the top right corner.

== '''Creating a new object record from scratch''' ==
''You must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!''

'''Every physical object in the GHM collection, whether artifact or document, has a GHM Identification number (also known as an Accession Number). Unlike “person” and “place” records, the records for physical objects are tied to another Accession Record with an ID number. ''You should not create a new object record until you have that object’s ID number.'''''

# '''Create a new item''' using the “plus sign” to the right of the Items category, under “Manage Resources.” Alternatively, in the left menu, click on Items. That screen has an “add new item” button in the top right corner.
# '''Set the Resource template:''' in the first field, drop down and select “Physical Object.”
# '''Set the Class:''' in the second field, select “Physical Object” (it’s in the first group, the Dublin Core).
# '''Set the Title with the name of the item:''' Ideally, this will match the title in the Accession Record. You can get this from the Director or Curator.
# '''Set the Accession Number.''' The number you enter here MUST exactly match the number for this object in the Accession Records.
# '''Save the item''' to make sure you don’t lose your work; click the “Add” button in the top right. After it’s saved, click on the “Edit Item” button in the top right to continue editing.
# '''Enter “Accession Creator”''' with the name of the GHM staffer that filed the official accession record.
# '''Enter “Depositor”''' with the name of the object’s donor.
# '''Enter “Description”''' with a detailed but concise explanation of what the object is. Write only facts, not conjecture or inference. Use careful language with qualifiers when needed (e.g., “believed to be,” “could be”).
# '''Fill any other fields for which you have information.''' This will usually include materials and dimensions (in the “Format” field), and where the object is currently located in the “Location” field (e.g., “glass case in the Mill Gallery,” or “EXP workroom”).
# '''Save the item again.'''
# '''Add the item set.''' This is critical or the entry will not show up in our records.Click on the “Item Sets” tab near the top. On the right side, underneath GHMadmin, choose the appropriate set or collection, such as “GREER: artifacts.” In some cases, a second item set can be selected as well; for example, a letter might also be included in the set “Etta Bailey Burgiss Collection.” If this page is empty and there are no options for you to choose on the right side, then your login account privileges are set incorrectly. Talk to the curator or registrar to get that fixed. He
# '''Add media (photographs).''' Click on the “media” tab near the top, then click on the “Upload” button on the far right. Click on it multiple times to add multiple images. Select the files you want, give them a Title, and save.
# '''Verify the site is set.''' Click on the “Sites” tab near the top. Make sure “Greer Heritage Museum” is listed.
# '''Link related items.''' If there is one or more other items in our database — a person, business, artifact, archival document, etc. — that are associated or related to this individual, add a link.
## In the “Relation” field, click on the “Omeka Resource” button, then on the “Items” button.
## A column will open to the right, where you can search for the existing item. When you find it, click on the title; then click “Select Resource” at the bottom of the column.
## You can repeat this process to associate multiple items.
# '''Save and verify.'''
## Save the record with the “Save” button in the top right corner.
## After saving the entry, go to <nowiki>https://greerheritage.com/omeka-s/</nowiki> to verify that the item appears in the list, the images are showing, and the data is correct.

[[category:Training]]
[[category:Omeka]]

New Volunteer Training

2024-06-06T16:30:03Z

Jefflski: /* Item donations */ added minor edits to donation procedures.

__NOTOC__

'''''GHM volunteers serve in many different ways; all of us, however, should make greeting guests and meeting their needs our first priority.'''''

I'm the director, David Lovegrove. If you don't have my cell phone number, ask and I'll be happy to share it! Reach out any time you have a question or need help. Since I have a separate full-time job, I sometimes can’t take a phone call but I can always take a text; please reach out! It’s ''never'' a bother.

== Volunteer Hours ==

You choose how often you want to volunteer at the museum. There is a need for substitutes as well as people who choose a regular schedule, such as once a week or once a month.

We are working toward a standard set schedule, but for now we don't have quite enough volunteers. So at the moment we are creating seasonal schedules about four months at a time, based on volunteer availability in that period. We also prefer to have volunteers work together at least in pairs, but that’s not always possible yet.

It is important to call the volunteer coordinator as soon as possible if there is a schedule change for you. In case of illness, call as early as possible.

== Parking ==

There are two public lots: across the street by the restaurant, and around the corner by the fire station. We prefer our staff use the Century 3 back lot (which guests are also welcome to use, but it's hard to explain and getting harder to find a spot). The two spaces at the Police Station can be used for loading/unloading but must be quickly vacated. In no case should the driveway on the other side of the building be used for any purpose.

== Handicap access ==

Wheelchair access is to the right of the building beside the Police Station. There is a ramp at the rear. Persons using this door will ring a doorbell.

== The Museum ==

The Museum is a 501(c)3 non-profit organization, run by a board of directors. For now, it operates entirely as a volunteer effort. The Museum is funded through donations; in the next months we hope to substantially increase income from grants. Admission is always free, though we occasionally charge for special events.

== The Building ==

Please become familiar with the building. Familiarize yourself with the location of fire extinguishers.

'''Climate control:''' Artifacts need steady temperature and humidity. We keep the temperature set on 70 degrees; a touch cool for some people, but good for our collection. If you open the building and find it off temperature — either too hot or too cold — contact the director immediately.

'''Restrooms:''' The main restrooms are in the back hall. There is a restroom off the library that can be used, but the sink has a leak. The urinal in the men's restroom needs to have the flush handle held down about 20 seconds every few days, to prevent bad smells.

'''Water:''' there is no water fountain. If someone really needs water, there are bottles in the refrigerator.

'''Special features of the building:''' This was built in 1935 as a Post Office. Though often said to have been built by the WPA (Works Project Administration, a Roosevelt Depression-era program), it was actually built by the Treasury Department. A WPA artist painted the mural. The cornerstone gives the date & architect if someone asks. It was a Post Office from 1935-1964; then City Hall 1968-2008; and then GHM 2008–present.

* Cherokee mortar outside
* Original terrazzo flooring in the lobby; original maple flooring elsewhere.
* Original Mural, 1940-41: information on sign
* Skylight and original shade (though the glass is now boarded over)
* Civil Service bulletin boards for postal workers information
* Front service unit came from the 1927-1935 post office on Trade Street (now Blue Ridge Brewery; Price’s Feed & Seed for old-timers)

'''Library:''' Postmaster’s office, later the Mayor’s Office

'''Basement:''' There is a basement, but it is not in usable condition. Do not allow visitors to go downstairs, and volunteers should not go downstairs without an approved purpose.

'''Secret passages and postal inspector’s observation point:''' Perhaps the most interesting part of this building is that it has a secret passage built into the walls to provide lookout spy holes for the postal inspector. A primary viewing platform is behind the wall above the safe. Unfortunately, these passages are not safe at all and we do not allow visitors in them. You ''may'' choose to let people go to the landing behind the postmaster's restroom — use good judgment on who, stay with them, and do not allow them to go up or down.

== OPENING PROCEDURES ==

# If you are assigned to open, use the key from the key box. Disarm the alarm using the code you were assigned in training.
# Turn on lights. The main gallery light switches are in the front seating area, behind the flag. The switch for the left galleries is inside the door to the left. Turn on the lights in the library, side theater room, the safe, and the restroom hallway. Turn on the Dark Corner exhibit using the round white button behind the still.
# Unlock the second front door, using the small flip-lock on the inside edge near the bottom (there’s a matching top lock that we usually don’t flip).
# Put out the flags (American on the right as you exit—it appears on the left when looking from the street) and put the “open” sign down on the sidewalk beside the street. If the sign is too heavy or awkwardly sized for you, please stay safe and don’t risk it.
# In the back hall, check the answering machine for messages. Answer ones that you can, or leave for the director.
# Keep the back office locked when staff is not using it. Keys for the office and mailbox are in the library—top drawer on right.
# Feel free to use the office for lunch, break, etc. There is a coffee pot, coffee, and there is bottled water in the refrigerator. Any candy or snack crackers are for staff.
# Check the mailbox in front; leave mail on the computer desk in the office.

== CLOSING PROCEDURES ==

# Fill out a [https://forms.gle/4NoUphLa2Z9fSDEp6 '''Shift Report'''].
# Check that everyone is out of the building. Check the restrooms.
# Shut down the theatre projector/sound.
# Check that the backdoor is locked and latched. Be sure that the door to the basement is closed.
# Bring in the sign and flags.
# Lock the second door using the lower flip-lock.
# Turn off all lights.
# Activate the alarm using the instructions given in training. If the alarm goes off accidentally, call the director.
# Lock the door. Return the key to the lockbox and make sure it is locked.

== MEETING GUESTS ==
Greet everyone with friendly pleasure at their appearance. The best opening is:

'''1 — “Welcome to the museum! What brings you here today?”'''

While many people come to look around, many others come for a specific other reason. This opening let’s them know you are interested in them and their situation.

'''2 — “Would you sign our guest book?”'''

Tracking attendance is important in funding, grants, accommodation taxes, etc. If they aren’t here to browse the collection, still ask them to sign in (unless they are repair/service personnel).

If they are here for a different reason, of course you can switch to that; otherwise…

'''3 — “Would you like a guided tour?”'''

Some people enjoy browsing by themselves; others appreciate a “tour” and discussion about the items. Give them the option. You can usually tell from their responses if they would like you to go with them. Some will look and then return to ask questions or take you to an area to ask about a specific item. If you don’t know, say so. We don’t know everything about each item.

'''4 — Have you seen my [peanut butter]?'''

Finding a favorite item of your own, when that really is interesting or meaningful to you, can be a great way to strike up a conversation.

'''5 — Engage the children.'''

Kids are often ignored in “adult” museums; but they should ''love'' history after visiting our museum — and it’s usually up to us to make that happen. For example, the peanut butter question to a child acts as a way of showing that history is interesting, and opens a chance to make it real and meaningful: “this is from a time when people had very little money and very little to eat. Someone protected this jar and kept it safe as a last emergency supply in case they had nothing else to eat ever. That we have it still full lets us know that this person came out OK and never needed it - whew!”

'''6 — “We’re beginning work on some new exhibits. This brochure explains more.”'''

Being a free but standalone museum, we are continually in need of funding. This is a current way to help without being pushy.

One docent should stay near the front to greet people. While people are in the galleries, it’s a good idea for the other docent to circulate. Even if they didn’t want a guided tour, watch how they engage with the collection. If they show particular interest in something, engage with them in conversation about it. If they are reticent and don’t want to talk, don’t push it; but many people appreciate the engagement.

== Answering questions ==
People will expect you to know ''everything''! Two sides to the coin: we want to be helpful and help them find answers. But there are many times when we simply say “I don’t know” — you can’t know everything, and it’s okay.

Our research library is packed with answers. Acquaint yourself with the organization of the material, and then the specific items.

Two of our best resources are the Sanborn fire maps and the city directories. City directories hold amazing info: lists of people (including where they lived, where they worked, and what their job was) and — perhaps most valuable — street lists of every building on the street and what it was used for. One side note: there’s a 1947 directory (a decade older than any of ours) in the South Carolina Room of the downtown Greenville library.

Artifact questions are often answered by information sheets with the artifact; it’s amazing how many times I’ve answered a question just by reading the card. Sometimes, more information can be found with the accession record online (and you can help us grow that information).

== Filling out shift reports ==
As noteworthy things happen during your shift, make note of them on a [https://forms.gle/4NoUphLa2Z9fSDEp6 Shift Report]. Most critical is taking the name and contact information of people with questions, important information, or objects to donate. At the end of your shift, complete the form and put it in the Office inbox.

== What to do when no one is here ==

* Acquaint yourself with the collection. One idea is to find a new interesting object every time you work a shift, and learn about that item during that shift.
* Acquaint yourself with the library.
* Research city building history (for the interactive map).
* Expand our accession records.
* Add photos of objects.
* Read Joada‘s books.
* Time to lean is time to clean. :)
* What are you interested in? Let’s talk. Museum operation is very large and complex, and we need help in dozens of areas.

== Item donations ==
Visitors often ask or offer to donate historic items. If they ask “are you interested in __________?” the answer is always “yes;” ''we’re at least interested in evaluating the item''. We have a full '''[[collections management policy]]''' which provides specific details about donations, but the simple version is this:

* Have them fill out a Donations Form. These can be found on the black basket attached to the filing cabinet in the library. If we are out of Donations Forms, contact the director to have new ones printed.
* Gather as much information as possible about it. Who used it, when, where? Do you have a picture of that person? Do you know where it came from?
* Note the gift on your Shift Report, and submit the donation form with it.
* Place the item on the “incoming” shelf of the accession processing shelves.
* We reserve the right to ''decline'' an item (it might be too big, heavy, dangerous, or costly to maintain).
* All donations are permanent gifts into the public trust and ''cannot be reclaimed''. With this in mind, ensure the donor is well aware of this, and make sure they sign the Donation Form as well
* Place the Donation Form in the top drawer filing cabinet in the back office.
* We ''do not'' accept loans.

== Monetary donations ==
While most visitors will put donations in the box by the front door, occasionally one will hand you money directly. In most instances you can accept the donation and simply put it in the donation box after they leave — even checks. If it's a large enough donation that you're concerned about it, put the money in the change box in the right-hand drawer of the library (where the keys are) and notify David or Mike immediately.

== Volunteers and interns ==
We rely entirely on volunteer efforts, so it's exciting whenever someone inquires about helping out. When they do, immediately ask them to fill out the volunteer application. There are separate applications for volunteers and for interns.

== Museum people ==
Volunteers are often asked about other museum staff. Here are the most common:

* '''Carm Hudson''' was the founder of the Museum. She died in 2017.
* '''Joada Hiatt''' was the director of the Museum for many years and then historian. She retired and moved away to be near her grandchildren.
* '''David Duncan''' was president of the board for many years, and served as interim director after Joada left.
* '''Val Owens''' is our volunteer coordinator — you probably already know her!
* '''Nannette Iatesta''' is a volunteer docent; she is a retired history teacher. You will meet her and love her (I promise).
* '''Mike Iatesta''', Nannette's husband, is on the board of directors and is our Treasurer. He's the kindest person you'll ever meet.
* '''Ellen Henson''' is a volunteer docent with deeeeep community roots. She knows everybody in town.
* '''Jonathan Lovegrove''' runs the Museum's social media accounts and manages most Museum events.
* '''Bethany Lovegrove''' is David's wife and volunteers as a docent.

== FAQ’s ==
'''Do you buy or sell artifacts?''' NO. All items are donated and become part of the public trust.

'''Do you take items on loan?''' No (only under special, rare circumstances).

'''When was Greer founded?''' 1876

'''Why was it named Greer?''' It was first called “Greer’s Depot” because James Manning Greer sold right of way for tracks and land for a depot to the Airline RR. When it was incorporated in 1876, Greer no longer owned the land but the town was named “Greers.” The “s” was dropped in everyday use in the early part of the 20th century, and officially dropped in 1976.

'''Who really started Greer?''' Terry Shumate, who bought Greer’s land and subdivided it into lots.

'''What was the industry?''' Greer began as a farming town buying cotton from local farmers; Greer’s first mill was a cottonseed oil company. Between 1895 and 1909 four textile mills were built. Greer was a mill town until the 1980s.

'''Any famous people connected to Greer?''' Shoeless Joe Jackson played his first professional season for Victor Mill. Dr. Few, the founder of Trinity College (now Duke University), was from Greer.

'''Besides cotton, what other crops were grown?''' Peach orchards surrounded Greer. South Carolina Peach Festivals were held in Greer from 1957–67.

'''What is unique about Greer?''' It is a city in 2 counties. This division is based on an old Indian Boundary Line, drawn by the British with the Cherokees. It is a city that is not a suburb of Greenville or Spartanburg. It has always had its own identity and reinvents itself with the times.

'''Does the museum catalog artifacts?''' Yes. The museum uses a standard museum accession system; the catalog is publicly available on our website.