Enjoy these tips? Submit one or two ideas ( about 250-300 words) to
S. Louise Grundish, SC at lgrundish@scsh.org
and your great ideas will be added to the list.
 

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Tips for Enhancing Your Annals

 The FSPA archivist shared a memo she sent to her community: One part of our social history that might be important to future historians is our individual travel outside the U.S.  No doubt we have each made mention of trips in our Annals. Besides that, I would like to compile a spreadsheet that would summarize each Sister’s travels. Then, in the future, as I hear of someone’s trip,  I will add that to the spreadsheet.

 Please list the major trips you have taken outside this country. Include the year and purpose. Include in your travel summary convention sites, family visits, vacations, teaching abroad, etc. Ministry sites need not be included since we have a record of those already. But travel to Japan while you ministered in Guam, for example would be worth noting.  The memo included a place to list these.

Mary Ann Gschwind, fspa
mgschwind@fspa.org
 

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Finding a “Certificate of Obedience,” a picture and winning ribbon for Spike of St. Augustine (Spike, for short) the dog led to a unique idea from the archives of the Sisters of the Living Word.  For the Feast of St. Francis of Assisi, the archivist wrote an article about the different pets the sisters have had throughout the years! Woof!

Gwyneth Stupar
gstupar@slw.org

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Two Tips for Saving Time in the Archives

 Save time later: Why waste valuable time refoldering and labeling files when they are transferred to the archives?  Save time and energy for yourself and make material available more efficiently by supplying acid-free folders and foil-backed labels to your administrative secretary.  This way, from the time and point of origin, the records are filed in the correct archival material.  When the time comes to transfer the administrative records to the archives, simply transfer them directly to records center cartons or document cases; label the container; shelve—little or no further processing is necessary.

 Even better (although this may be too much to ask or expect!) – have your secretary prepare a list of all files labels- with a little shifting to match box contents, you have the basis of a finding aid with little or no work on your parts.

 Quick Reference Answers: We all know that there are some questions that, like the Energizer Bunny, just keep coming and coming. Save time looking up the same information by preparing a Ready-Reference File where you keep the answers to those questions most frequently asked. You can also note where the original information was found so, if you have to return to the source, you know immediately where to go. 

Within the last few years, I’ve developed a Reference Request Database.  Each month at the time I prepare my monthly reports, I enter the requests from the month (written on a 4X6 notecard) into the database.  The headings on the request form are: general topic of the request; name of person requesting; date of request; form of request, i.e., e-mail, letter, phone, etc; question, brief response and/or location where answer was found; and referral if necessary to the original reference request form for more detailed information.  Often someone needs something and I know that I’ve had similar requests in the past- sometimes, years ago. Particularly in cases where the research was more complicated and time-consuming, this database makes it much easier to pull the correct records in a much more efficient and timely fashion. 

Mary Serbacki,osf
Stella Niagara, NY
serbacki@intotem.net

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Tips to Help Researchers

 Don’t discard your old National Catholic Directories!

 When someone requests information, particularly if searching for a religious or member of the clergy- and not directly associated with your Congregation, you may be able to assist them in their search by looking at the National Catholic Directory for the particular diocese to locate the Congregation or parish.  Once the Congregation is known, often you can look it up and provide a website to the researcher so he/she can make the contact. 

S. Marylu Stueber, FSM
mstueber@fsmonline.org

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Developing a Self-Guided Tour Booklet for a Heritage Room

 When our motherhouse was renovated and Regina Health Center for  independent, assisted, and nursing care for religious communities, diocesan priests, and laity was created, the Heritage Room and archives was relocated and many more people began visiting. The Sisters of Charity of St. Augustine came to Cleveland, OH in 1851, and were founders of early hospitals, orphanages, social service agencies in the area and there are items from all these institutions as well in the Heritage Room (42’ X 16’). Not having time to conduct all these tours, I developed a 17 page (51/2 X 81/2) booklet which described the contents of the room, with some brief historical background on the items.  The labels on each artifact or case or photograph match the description in the booklet so it is easy to follow.  Visitors are invited to take the booklet with them if they wish. I revise the booklet every 2 years and an introductory note explains that some things may have been added.

At the end of the booklet a sentence suggests other places in the building or on the grounds that have historical significance.  Although I do group tours, I still give out the booklet so that those who want to wander around can still get the information.  Contact me if you would like a copy - smdm@srsofcharity.org