Up to this point all the copying and scanning we have done for researchers has been free.  It was decided that we needed to get some return for our time and supplies.

I checked with all of my “buddies” on the SAA Lone Arrangers list to see how others handle it.  The responses varied widely from no charge, to $20/hr research fees.  There seemed to be a lot around the $0.25/page level.  The one I wanted just asked for a donation and gave contact information on how to send the money.

After a discussion this is what we ended up with:

There is a minimum charge of $5 per request.  This includes up to 20 black and white copies or scans of standard size.

Make checks payable to:
Warren Hunting Smith Library Associates
Hobart & William Smith Colleges
334 Pulteney St.
Geneva, NY 14456

I wanted to go with the donation because then I wouldn’t have to track anything.  I worked out a procedure with our secretary that when I send the “Policy” to someone I will cc: her.  She will notify me when she receives a check and I will send the materials.

I have a feeling this is going to cut down on the number of requests we receive.  It will be interesting to see what happens.

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American Archives Month

October 23, 2008

Last night, to celebrate the month, we had presentation by Dr. Michael Tinkler, Associate Professor of Art, which he titled “Serendipity in the Archives.”  He spoke about how visiting the archives to answer a question on St. John’s Chapel, because he had been asked to lead a tour, lead him to write an article, and to a new interest in Gothic revival architecture.  It was fascinating to see our chapel compared with others by the same architect, and to understand why it laid out as it was, how and why it was changed.  Also fun, hearing excerpts from the Abner Jackson journal as it applied to the chapel.

It was great fun!  Thank you, Michael.

PDF/A Help…….

October 17, 2008

I had the procedure all laid out for archiving the faculty memos (now all emails) using PDF/A.  I posted the whole procedure earlier.  It has been working perfectly for months.  Then on October 1st, is stopped.  I don’t need to tell you how much that pleased me.

Problem: You choose Adobe as the printer and change the properties to PDF/A, but it switches the properties back to default.

This doesn’t seem to be a problem in other apps, just MS Outlook.  We did a software update and repair, but no joy.  MS Outlook was not updated, or changed in any way that I know of during that month.

Does anyone have any ideas???????

Meebo reference.

October 14, 2008

I’ve had a couple of successful reference exchanges on Meebo.  It seems to have helped to add the following above the Meebo box:

Talk to the Archivist

Please leave email address with your question so I can reply later if necessary.

Before that I had people leaving questions while I was not online, but not leaving contact information.  There was no way to get back in touch, or even guess who they were.  Since there are VERY few questions I can answer while someone is online with me, I always need contact information.

My sense is that I’m getting a few questions from people who would not bother to find the email address at the bottom of the page.

“Pink Slips” revisited

October 8, 2008

After considerable discussion which included trying to determine what the previous procedures were, why they were set in place, and who would be affected by a change, we came up with an new plan.  No more pink slips, starting next semester.  Not because we will circ the items online, but because we will not circ them at all.  They will have to be used here in the Archives.  The locks have also been changed with fewer people being able to gain access.  I feel all secure. 🙂

Rethinking “Pink Slips”

October 2, 2008

Since long before I came here we had a policy for filling out little pink slips for books borrowed from the Geneva , SCC (Special Closed Collection) or archives collections.  These slips require handwritten call no. , authour title, borrowers name and box no. and permission signature and  were kept in an card pocket at the circ desk. This is even though the Voyager circulation system has been in place for many years.

At a meeting last week I asked if we couldn’t do away with the pink slips and do some kind of circ on the fly, only to have it pointed out that all the books are barcoded and could circ in a normal way.  Now why, in five years, have I never questioned the need for little pink slips?

The Geneva collection has always be restricted to use within the building.  I’m thinking of suggesting that they be handle by the same rules as reserves.  The SCC and archives can only be checked out in special circumstances, so why not require a supervisor override (or my override) and give them short loan period?

I think life may be easier for everyone around here. 🙂

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