[MassHistPres] mailto:masshistpres at cs.umb.edu

[Aaron Marcavitch]

George,

Although we are one of the newest Historical Commissions and we dont have need for a database, as
a computer geek I can offer a few hints.  One of the easiest databases is FileMaker.  I also saw
the recommendation for Past Perfect which is a good choice for historical based organizations. 
That said:

> Would you recommend a canned program (and if so please suggest a program and vendor) or would
you suggest creating our > own catalog in a widely available data-base program?

I would suggest finding grant funding to hire someone to create your own catalog in Access.  The
reason is that it can be much more rich in its use and be much more specific to your needs.  

> What information would you suggest be recorded (particularly if it might not occur to us now,
but would be of value in the 
> future)?

One of the neat items for a database should be its ability to take digital forms of what you have.
 Scanned images, digital formats, audio files, etc.  I would also consider creating a format that
can be hosted to the web.

> How should the data be preserved (We are inclined toward multiple "flash drives" salted in
different locations and multiple 
> paper print-outs)?

I would again consider a web based hosting.  Flash drives are ok if you have smaller amounts of
information.  They might also be helpful if someone is taking information home and working on it. 
I would always have a paper format.  But if you have them hosted on an off-site web location, then
the likelihood of it disappearing is minimized somewhat.

Thanks,
Aaron
Nantucket, MA

--- George Ashley <gashley at hightide.hcc.mass.edu> wrote:


---------------------------------

The Hatfield Historical Commission is seeking advice on establishing a computer-based
catalog/inventory of items in the Hatfield Historical Museum and Hatfield Farm Museum.  Until now
the catalogs have been created in manuscript form by volunteers and the information recoreded has
varied somewhat over the years.  Almost all of the work of creating a computer-based system will
also be done by volunteers, so we are looking for a system which is very user-friendly.  Although
we welcome any advice, we specifically ask:

Would you recommend a canned program (and if so please suggest a program and vendor) or would you
suggest creating our own catalog in a widely available data-base program?

What information would you suggest be recorded (particularly if it might not occur to us now, but
would be of value in the future)?

How should the data be preserved (We are inclined toward multiple "flash drives" salted in
different locations and multiple paper print-outs)?

We welcome any advice.

George Ashley,chair

Hatfield Historical Commission
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