Rosemary Fischer University Archivist Clayton State University © Rosemary Fischer 2013

 Introduction  Types of Interns and Volunteers  Contents of a Manual  Breaking Down Projects  Sample Collections © Rosemary Fischer 2013

 Who am I and how did I come to create A Manual for Interns and Volunteers  “Idea generator” not a text on “how to” prepare a manual  Like “build a bear” – many choices and options  Each manual will be different to reflect the archivist and the archives © Rosemary Fischer 2013

InternsVolunteers  Interns doing an internship – but not interested in archives – different skill levels  Interns doing an internship – interested in archives – different skill levels  Interns that have taken classes in archival studies  Volunteers that just want to help – skill levels vary  Volunteers from outside your organization – skill levels may vary  Former intern that returns as a volunteer © Rosemary Fischer 2013

 Totally up to the creator of the manual  Individual projects  Information about working with different collections  Information about the positions of intern and volunteer  Time sheets  Anything you choose to have as a ready reference for the interns and volunteers © Rosemary Fischer 2013

Contents of the CSU Manual Section I Section II Section III Section IV  About the job and position  Rules for working in archives  Links to information about working in archives  Projects

© Rosemary Fischer 2013 Contents – Section I Section I  Knowledge, skills and abilities  Goals and objectives  Job description

 Excellent communication skills, both written and oral.  Good research skills.  Be able to understand and follow written and spoken directions.  Work well unsupervised.  Work well as a team member.  Working knowledge of computers  Dependable, respectful, trustworthy and a good problem-solver.  Must be at least a junior in the undergraduate program. © Rosemary Fischer 2013

GOAL: Complete a 150-hour internship and gain knowledge and experience working in a university archives. Objective 1: Gain a basic understanding or archives and archival work. Objective 2: Learn to work with and process archival collections. Objective 3: Learn about archives and archival careers. © Rosemary Fischer 2013

 Duties of an intern ◦ Vocabulary – “buzz words” in the archives ◦ Space assessment – what makes it archival space? ◦ Discovery – “What’s in the box?” ◦ Inventory ◦ Arrangement ◦ Description – writing finding aids ◦ Creating exhibits and displays ◦ Researching and preparing written reports ◦ Preservation – taking basic steps  Skills Needed ◦ Strong work ethic ◦ Ability to follow instructions ◦ Basic research skills ◦ Organized, methodical, detail-oriented ◦ Good communication skills-written and oral © Rosemary Fischer 2013

Contents – Section II Section II  Rules to work by  Basic rules for working in archives  Time Sheets

 Arrange work schedule with archivist.  Keep to your prearranged schedule.  Call or archivist with any changes to your schedule.  Be on time-ready to start working at the scheduled time.  Turn in time sheet on the last day of the week you work.  All projects must be typed in format determined by archivist.  Communicate. © Rosemary Fischer 2013

 Don’t do anything that can’t be undone.  Ask questions.  Work slowly and methodically. Do not rush.  Use gloves when handling slides, negatives, photographs, and film.  Do not use hand lotions or creams. Wash hands before beginning to work.  Use pencils not pens.  Keep original order for collection.  Do not allow students, staff, or faculty outside archives to go through collections.  Do not remove parts of the collections from the archives. © Rosemary Fischer 2013

 Enter the hours you work each day  Use one time sheet for each week  Total the number of hours for each day and for the week.  Put completed time sheet on archivist’s desk the last day you work each week.  Sample time sheet. © Rosemary Fischer 2013

INTERN'S NAME Spring Semester 2013 WeekWeek EndingHours Your HoursComments 112-Jan Jan Jan MLK Day off - 21 January Feb Feb Feb Feb Mar SPRING BREAK 2-9 March Mar Mar Mar Mar Apr Apr Apr Apr-1310 CLASSES END 29 April 2013 TOTAL HOURS Hours remaining in internship 2# of weeks remaining in internship 10.25Number of hours/week

© Rosemary Fischer 2013 Contents – Section III Section III ( Links to online resources )  NEDCC Technical Leaflet-Care of Photographs  NARA – Archival Arrangement-Five Different Operations at Five Different Levels by Oliver W. Holmes  Solinet Preservation Services Leaflet- Handling Books in General Collections  NEDCC Technical Leaflet-Removal of Damaging Fasteners from Historic Documents

© Rosemary Fischer 2013 Contents – Section IV - Projects Section IV  Has its own index  Can be arranged by collection or project, i.e. Presidents’ Collection, Business School.  Can be arranged by type of project, i.e. discovery, inventory, arrangement, description, preservation, digitization, exhibits.  Can be arranged by a specific type of collection, i.e. photographs, publications, artifacts.

I require these projects for all interns – volunteers do the first two and may assist with Project 5.  Project 1 – Vocabulary  Project 2 – Space Assessment  Project 3 – Archives and Archival Careers  Project 4 – Environmental Tracking  Project 5 - Exhibit © Rosemary Fischer 2013

 Look at the steps that have to be accomplished to process this collection – make a list.  Put the steps in order that the work should be done – note each little step.  Each step should get closer to processing the entire collection. © Rosemary Fischer 2013

Banker box full of slides – some are in plastic slide pocket files, some are loose, some are in miscellaneous envelopes. None have any identifying notations.  Step 1: Sort by activity, date, or any evidence that exists (graduation attire, homecoming, dental hygiene clinic, campus scenes, etc.)  Step 2: Identify by event, person, clothing, location, anything that can link slides together. © Rosemary Fischer 2013

 Step 3: Put slides in archival envelopes or sleeves.  Step 4: Label the sleeves with any identifying information that you have.  Step 5: Describe the contents of the box. There will be multiple small collections of different events, people, events, or places. Write a small paragraph about each small collection, i.e. number of slides, basic description, contents. © Rosemary Fischer 2013

Two collections to turn into projects:  First Collection – Tub of Camp Fire Information – different types of items  Second Collection – Tub of Files from Genealogy Research, different types of items © Rosemary Fischer 2013

Rosemary Fischer University Archivist Clayton State University 2000 Clayton State Boulevard Morrow, GA © Rosemary Fischer 2013