Sounds awfully complicated. I'd strongly recommend a cost-benefit analysis before undertaking anything like this. Some questions I would ask about automated data gathering: 1) How large are the collections? This will explain how much work barcoding everything will be 2) How many reference requests are involved? For a small shop like mine, averaging 50-75 requests a year, you'd definitely be putting in more work than it's worth. 3) How much will any system cost? Both in money and staff time I'm sure there are more, but those are the ones that occur to me now. You can definitely create basic databases to track requests at relatively low cost, if you have either a DB you use now or want to buy one. You're still at the mercy of database programming and data entry, but you can certainly develop DBs that will track what's happening. DS ______________________________________ Daniel Sokolow, Archives Coordinator David Taylor Archives North Shore-Long Island Jewish Health System 155 Community Drive Great Neck, NY 11021 mailto:[log in to unmask] <mailto:[log in to unmask]> -----Original Message----- From: Archives & Archivists [mailto:[log in to unmask]]On Behalf Of Sauter, Dale Sent: Friday, April 28, 2006 8:00 AM To: [log in to unmask] Subject: automation/digitization of forms and statistics Hi all, I have been asked to inquire about the possibility of automation and digitization of forms and statistics within a Special Collections/Archives. This would include such items as call slips, research forms, user statistics, reproduction requests, etc. The idea would be to bring together all of this type of information so that it could be searched, accessed and compiled in a manner similar to the use of Microsoft Access. One extra facet of this idea would be an automated method of gathering the information, possibly through barcodes on boxes/folders or other means. Though this is obviously done with the circulation of books, I tend to feel that the complexities of archival collections limit how far we can "automate" the gathering of our information. Has anyone heard of a complete system that would do all of these things and yet still be compatible (and user-friendly) given the complex nature of archival collections? Also, what types (if any) of automation/digitization of this nature are any of you currently doing? This could be through MS Excel, Access or any other means. _____________________________________________________________________ The information contained in this electronic e-mail transmission and any attachments are intended only for the use of the individual or entity to whom or to which it is addressed, and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this communication is not the intended recipient, or the employee or agent responsible for delivering this communication to the intended recipient, you are hereby notified that any dissemination, distribution, copying or disclosure of this communication and any attachment is strictly prohibited. If you have received this transmission in error, please notify the sender immediately by telephone and electronic mail, and delete the original communication and any attachment from any computer, server or other electronic recording or storage device or medium. Receipt by anyone other than the intended recipient is not a waiver of any attorney-client, physician-patient or other privilege. Thank you. A posting from the Archives & Archivists LISTSERV List sponsored by the Society of American Archivists, www.archivists.org. For the terms of participation, please refer to http://www.archivists.org/listservs/arch_listserv_terms.asp. To subscribe or unsubscribe, send e-mail to [log in to unmask] In body of message: SUB ARCHIVES firstname lastname *or*: UNSUB ARCHIVES To post a message, send e-mail to [log in to unmask] Or to do *anything* (and enjoy doing it!), use the web interface at http://listserv.muohio.edu/archives/archives.html Problems? Send e-mail to Robert F Schmidt <[log in to unmask]>