I also had a donations form for staff, alum, etc to complete as well – it’s important they acknowledge that they are giving something over, not just loaning it until their kids want it back!
Some volunteer school archivists I used to work with provided the following advice:
Excel is the best basic software to use for these sort of records. Dedicated Archives software exists but is costly. We have a set of Series Definitions, these can be tweaked to suit their collections, and then the excel sheet has a new tab for each Series.
Series 1: Photographs
Individual photographs, arranged numerically within decades. All photographs are catalogued this way, but may also have codes relating to a Collection of which they are a part. Photographs are stored by decade. Multiple copies of the same photograph are stored together and each has the same catalogue number. Information about each photograph is written on the registration sheet and relevant details on the database.
Eg 1950-0286 (Donation 4-0012)
Photographs which are part of a personal Collection/Donation (Series 4 below) are stored with that Collection UNLESS THEY ARE THE ONLY COPY of a particular image. In that case, the photograph is stored within the relevant (year) Album.
Series 2: School Documents
Any document created by eg Speech Night programs, calendars, Propectus, folders etc. Where a theme is apparent, those documents are gathered together and stored separately eg Speech Nights (programs, prize lists, invitations etc) in named albums. Documents are digitized where possible to preserve their content. A document in book form (eg sports results in an exercise book) is considered to be a document rather than a book (see Series 14)
Series 3: Non-school Documents
Any document not created by the school but in which the school is mentioned eg newspaper article, local government publication, letter etc. Documents are digitized where possible to preserve their content.
Series 4: Collection/Donation
One or more items collected by or linked to a particular person eg report cards, school memorabilia, uniform, photographs etc. Each Donation has its own number.
Items are stored with other items of the same type (photos with photos etc) but have individual catalogue numbers related to the type of item, as well as a specific “Donation” number which links all items. Where a Donation is all one type eg documents, the whole collection is stored in a named album or box.
Series 5: Magazines and Yearbooks
Individual copies of any magazines created by the School or students.
Series 6: Honour Boards
Boards installed around the School, or stored (either in the School or off-site). Each (generally timber) board includes a title and lists of names, generally arranged in years. Those Boards currently on display are updated regularly.
Series 7: School Badges
All those metal/plastic school brooches, tie pins, cufflinks, hat badges, house award badges, Prefects badges etc which are stand-alone pieces presented to or bought by/for students to signify aspects of their school life. They are not those attached to trophies (Series 10), textiles (Series 9), Honour Boards (Series 6) etc.
Series 8: Uniform
All items of clothing including regulation uniform, sports clothes, special-event items (eg Productions, tours etc). An item may be part of a uniform eg blazer pocket. Also includes school bags, backpacks etc (as part of required “School Kit”).
Series 9: Textiles
Woven fabric, knitting, laces, embroidery, canvas, needlework, netting. This may include costumes, ecclesiastical items, carpets and rugs, dolls, parasols and fans, patchwork, applique, flags, banners, quilts, teddy-bears, curtains, upholstery, ethno-graphic textiles, samplers and woven materials such as felt and fur.
Series 10: Trophies and Plaques
Trophies plaques and shields no longer presented or which have been filled. Plaques removed from buildings etc
Series 11: Sporting Equipment
Paraphernalia for various sports, NOT INCLUDING sports uniforms (Series 8).
Series 12: Audio-Visual
Slides, negatives, films, cassette tapes, reel-to-reel tapes etc
Series 13: Memorabilia
Items of significance to the School in some way and which may not easily fit into definitions of other Series (eg Textiles). Also crockery, glassware, silverware, plastic, timber etc which have the School badge and/or name engraved or attached. May also be Commemorative.
Series 14: Books
Hard or soft cover published works. Books may have been awarded as prizes, may form part of individual donations or have been relocated from other parts of the School.
Series 15: Furniture
Small pieces of furniture such as chair, desk etc
Spreadsheet headings for various Series (change/vary headings to suit the Series)
• Registration (Catalogue) number (in decades)
• Year
• Item Description
• Names of people identified
• Book plate/presentation/notes (for Books)
• Where published
• Donation/Collection number
• Number of copies
• China Style (if various forms exist)
• Digitised (Y/N)
• Memoir/Notes/Information (engraver, manufacturer for Badges, Memorabilia)
• Location (eg furniture, Honour Board)
• Album/Box Name and Number
