Spring 2010

Table Of Contents
Scanning Equipment Makes Digitizing Projects Easier
Onsite Consultations Provide Guidance
NNY Historical Newspapers Remain Popular
Start Planning For Archives Month 2010
Date Set For Next NNYLN Archival Conference
Time To Make Updates To Directory

Scanning Equipment Makes Digitizing Projects Easier

The Northern New York Library Network has a line of top-notch equipment to assist institutions with their scanning and microfilming projects, and its staff is fully trained and ready to lend a hand.

The General Curtis Collection from the Ogdensburg Public Library was recently scanned and is being prepared for the North Country Digital History site (history.nnyln.net). The majority of the collection is from 1861-1867 during the Civil War. A total of 1,141 images from 63 folders were processed.

A current project that is near completion is the St. Lawrence University "Gridiron" yearbooks. The Network was provided with 92 books through the end of the 2008-2009 school year, and has scanned 84 books to date, totaling 16,737 images.

The Network has two Epson Expression 10000XL flatbed, full-color scanners (left photo) that fit images up to 12 X 17 inches in size. The Network has just ordered a Contex HD 4200 standing color scanner (center photo) that can accommodate documents up to 42 inches in width with an unlimited length, and up to .6 inches thick.

For microfilming projects, the Network has a Mekel Technology Mach IV film roll scanner (right photo). It handles 16 mm and 35 mm film formats, and can process up to 40 images per minute.

An application form to receive assistance from the NNYLN on a scanning or digitization project may be found online at www.nnyln.org, then click on "Archival Programs" and "North Country Digital History Application." The Network is eager to have as many collections from as many institutions as possible available on the North Country Digital History site. Once items are scanned, they will be prepared by the Network for inclusion on the NCDH site. A DVD will also be prepared and given to the institution so they have their own copy of all their images.

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Onsite Consultations Provide Guidance

The Northern New York Library Network continues to provide free on-site consultations to libraries and archival institutions.

During the site visit a qualified consultant goes through a collection or department of interest to the repository, writes a report, and then reviews the recommendations with the institution’s personnel. These are only suggested modifications, and not subject to mandated follow-up. No institution is too large or too small to participate in the on-site program.

A site visit was made to the Railway Historical Society of Northern New York in Croghan on July 23, 2010.

The consultant suggested they create a collections policy and accession record for use in managing the collections; begin an inventory of the archival collection; and preserve the items in the collection by using acid-free materials and photocopying newsprint onto acid-free paper.

A site visit was made to the Potsdam Public Library on June 28, 2010.

The consultant suggested the staff continue to try to maintain a stable environment for the collection; continue to monitor the temperature and humidity in areas where archival collections are located; and work on the creation of Finding Aids.

A site visit was made to Clarkson University in Potsdam on June 28, 2010.

The consultant suggested the staff use accession sheets and assign accession numbers; include the archives in the library’s mission statement, and include their collection’s policy; create forms in managing their collection; and consider the purchase of the museum software PastPerfect.

During all site visits, comments made by the consultants were advisory in nature; facilities were encouraged, but not required to act on the recommendations.

To apply for an on-site consultation, fill out the online application form.

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NNY Historical Newspapers Remain Popular

The Northern New York Historical Newspapers project continues to receive an enormous number of hits every month, and its popularity and usage continue to grow.

There are currently 49 newspapers consisting of over 1,853,000 pages on the site.

During the 2009-2010 fiscal year there were 10,322,486 searches on the NNY Historical Newspapers site found at news.nnyln.net.

One recent user of the site stated, "(I) Just wanted to write a note to thank you for your wonderful site. I have been using it for my family's genealogy and made several breakthroughs because of it. Recently I have had the opportunity to use it to help patrons at my job. I am a librarian in Florida.

"It is a wonderful source when children need access to historical newspapers. I was also able to help a lady do some research on the history of an organization in Canton. She was so excited when she found the information that she wanted. Thank you so much for making all this information available to us," noted Mary Toupin.

There are currently six newspaper titles from Clinton County, five from Essex, 10 from Franklin, three from Jefferson, four from Lewis, four from Oswego, and 17 from St. Lawrence County.

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Start Planning For Archives Month 2010

"Safeguarding New York’s History" is the theme for Archives Month 2010, and all agencies that send event notifications to the Northern New York Library Network will receive copies of the poster shown at the left to help publicize their event.

New York State’s Documentary Heritage Program, administered locally by the NNYLN, urges historical records repositories to participate in Archives Month 2010.

Activities during this state-wide observance showcase local collections causing greater visibility and recognition for historical records programs.

Archives Month activities are numerous, and may include an open house, class visit, lecture, slide and/or tape presentation, class, walking tour, display(s), photo exhibit, reception, or essay contest.

The NNYLN will be issuing press releases during the month of September to various newspapers throughout its region reporting on the events taking place. Any institution that would like to be included in publicity issued by the Network is asked to please complete the enclosed form and return it to the Network by September 24, 2010.

The Network will also send all submissions received by the end of September to the New York State Archives for inclusion on its website. The NYS Archives may be found on-line at www.archives.nysed.gov. (The poster is provided by the Archives Partnership Trust and New York State Archives.)

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Date Set For Next NNYLN Archival Conference

Mark those calendars for Friday, April 8, 2011 and plan on attending the Northern New York Library Network’s Second Annual North Country Archival Conference. It will once again be held within the Network’s seven-county central location.

Attendees will have the opportunity to select from a number of classes that best match their field of interest, while also being able to network with fellow participants.

The fee will be $10.00 and lunch will be included. Be sure to check www.nnyln.org and click on "classes" to be the first to see the posting when full details become available!

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Time To Make Updates To Directory

Updates for the 2011-2013 online version of the "Directory of Archival & Historical Document Collections" will begin this fall.

A mailing is slated to go out in early November 2010 to all institutions currently listed in the document asking for their assistance in updating the information.

Any institution not listed, but would like to be, is asked to send their organization’s name, complete mailing address, contact name and position, business hours, collection information, and restrictions to the Northern New York Library Network. If the repository has an email address and/or website it would like included, please send that information as well.

New entries should be sent to: NNY Library Network, attn: Archival Directory, 6721 US HWY 11, Potsdam, NY 13676; faxed to: 315-265-1881; or emailed to: Pam Ouimet.

While the Directory is no longer available in print format, a PDF version of the document is available online for anyone who wishes to print out their own copy.

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