Beverly Archive Project  Minutes

November 6, 2008

The Beverly Archives Project (BAP) held its regular meeting at 7 PM at the Beverly Public Library,  chaired by  John Thomson. 

Present were:           

1.  The  October  2^nd  Minutes were approved.

2.  Treasurer’s  Report  -   Our present balance is  $1,113.60 .                                         

3.  Archival  Finding  Aid  by  Charlie Wainwright

                        Using the First  Church  Archives as an example,  Charlie gave a detailed discussion,  aided by screened examples, of how to store data and retrieve information.             

The first paragraph  of his 24 pages of instruction  states:

            The Archival Finding Aid is  a database template that can be used to document, classify and retrieve information about archival holdings in the collection of an institution.  It was constructed for use within the First Parish Church in Beverly archive, but it can be used in any environment where archival artifacts are in need of documentation.  Developed in Microsoft Access 2003 the Finding Aid can store information on each item in the collection, details of its provenance (series and subgroup), details on its storage (enclosure and box) and details of preservation action taken.  Optionally, a digital photograph can be associated with items in the collection.

            In order to use this template, you must have access to Microsoft Access 2003 or 2007,   part of Microsoft Office Professional.  The template is only intended to get you started.  You are encouraged to learn about Access and make any modifications to the structure you would like. 

A zip file containing the template and instructions can be accessed by clicking here. 

Note that if you don't have the zip program required to open the file, you can get a free copy from http://www.winzip.com/downwz.htm

4.         City of Beverly Archives  -  City Clerk Fran  MacDonald is interested & delighted to have BAP help with the Archives that are in the City Hall  basement.  Several questions arose ---

a)         What does the city want to do and how do we do it?

b)         Can a IMLS (Institute of Mass. Library Services) grant be had?

c)         Should we try for a grant from the Mass. Historical Records with the city as our      partner ?

d)         We need a copy of Kobi’s Assessment.

5.   Our next meeting will be on Thursday,  December  4th ,  and  we will meet  at the

       Beverly  Historical  Society.

            Respectfully Submitted,       Elaine G. Israelsohn

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