Last week I had the pleasure, for the first time in months, of spending a day in the archives. With the financial support of the Southern Jewish Historical Society, I was able to travel to New Orleans and conduct research Tulane’s Louisiana Research Collection.
I prepared for my visit using the DEVONthink for Historians Smash and Grab Checklist, a template that Ada and I designed and included in Super User guide (we also have a Low and Slow Checklist for longer-term archival visits). We created these checklists because our philosophy is that database maintenance is as important as database mining. It’s like a car—you can’t drive it if you don’t change the oil regularly.
The Day Before
I began by creating a new folder for the Tulane Louisiana Research Collection. Withinn that folder I created a new Smash and Grab Checklist (by clicking Actions > New from Template) and reviewed the three tasks listed under “Before the Archive.”
Per step one, I created a new plain text file within the same folder and labeled it “Archival Notes LaRC Tulane September 27 2018.” I added contact information for the archivists I had corresponded with, the address of the archive, and then listed the collections, boxes, and folders I planned to view during my visit. And then I headed for the airport!
The Day Of
I woke up early so I would have time to double-check that my database, scanner app, and walking directions to the archive were set and that I was ready to go.
I arrived at the archive a few minutes after it opened, delayed by a deluge of rain that slowed my pace. By the time I reached Tulane I was soaked! But between 10:30 AM and 3 PM, I diligently combed through boxes and folders.
As instructed in the “In the Archive” section of the checklist, I kept a dutiful record of the materials I viewed. In my archival notes, I wrote down the contents of each folder (in the aggregate, unless particular documents were of interest) and indicated if I had scanned a particular document.
I used the CamScanner app to create PDFs of each document. I like CamScanner because it has a batch feature that allows you to capture a multi-page document in one PDF (other apps might do this as well, but this was the first one I found). From the app, I transfered the PDFs to my laptop via email. This could also be done with a cloud storage service.
Before I left, I downloaded and opened each file to check that the PDF was readable and complete. When you can’t necessarily get back to an archive, it’s essential to do the job right the first time. It’s hard when you’re mentally drained and your eyes are itchy and tired and all you want is to go eat a big lunch and nurse a beer. But I forced myself to do it!
After the Archive
My first post-archive task, per the checklist, was to transfer all of the PDFs into the database and move them into their appropriate folders. I ended up only scanning 10 documents, and so I had time to do this before the archive closed. With so few documents, I decided that box and folder sub-folders were not necessary and I simply stored the documents by collection.
After a few days of enjoying the Big Easy, I sat down to finish the checklist. I added tags to each document, which varied; I did tag all with the year they were written and “New Orleans” so that I could easily aggregate all my documents from the Crescent City regardless of which archive they I found them in. Once the document was tagged I created a SuperAnnotation and filled in the citation information. The final step was to label both the document and SuperAnnotation with the red dot, which I’ve assigned to mean “To Do”—it’s a reminder to come back and take notes about the document’s contents.
The Smash and Grab Checklist kept me organized on this whirlwind research trip by spreading out the work across three days. It kept me accountable and on-track with my database maintenance, and relieved the decision fatigue that often sets in during work travel. I just did what the steps instructed, and when I finished all of my new documents were in my database, tagged and together with their citation information. On past trips this has not always been the case! I feel like I’ve earned my Super User bona fides.
If this nine-point, step-by-step checklist seems like it could be useful to you during your archival trips, become a DEVONthink for Historians Super User. The guide includes 100 minutes of video lessons, the SuperAnnotation template, and a script that transfers your citation information to Bookends, a reference management software.