sag-harbor-obgc-workflow

Photograph Collection Workflow
Workflow will begin using the inventory of gravestones created by the committee, along with the original 10 grid system, visible on all maps of the cemetery, which also matches the numbering system of the stones (i.e. stone 1 is in grid 1, stone 30? in grid 2, etc.).

Photographing will be done by Todd France, a professional photographer and Manhattan artist who has worked with the committee before to create a calendar. All photographs will be taken by the same photographer, for a reduced fee. Todd will work with the Project Manager and several committee volunteers who will update printouts of database records to provide the committee with a record of which pictures match which stones.

Each stone will be photographed from five sides, as conditions permit (some stones are so embedded into the ground that only one side is visible, other stones, like fieldstones, also cannot always be photographed in this manner, but approximately 300 of the 334 stones should be able to be documented in this manner) along with close-ups of any specific details such as a portrait or an epitaph. Photographing the sides creates a record of the damages and knicks on the sides of the stones, and for many stones, will also capture the number that appears on each stone.

A worksheet listing all the stones in the cemetery with five check boxes, one for each angle, will allow volunteers working with the photographer to record each side of the stone photographed, and the image numbers that correspond to that angle of the stone. For example, if the photographer chooses to try two different exposure settings for one angle of the stone, the box will record images 66 and 67 for angle C of stone 21. These records will go to the Project Manager, who will make sure all of this information gets recorded in a database.

Following each session in the Burying Ground, the volunteer and photographer will return to the project office, located in the Sag Harbor public library (John Jermain Memorial Library), where they will upload all images to two back up external hard drives and a computer provided by the library. The library will donate network space to allow for an additional remote back up of the images. One external hard drive will be kept down the street in the Sag Harbor Historical Society's vault, and retrieved before each transfer, to ensure multiple storage locations and ensure against disasters.

During each image transfer and backup session, the Project Manager will transfer the updated notations to the latest copy of the list into the database containing the information about which stones have been documented.

While the photographer and volunteers will attempt to move through all the stones in sequential order, stones can be flagged if weather and lighting conditions prevent good exposure. In such cases, usually at least some angles of the stone can be well-captured, but a stone will be highlighted on the list, which will also bear a post-it type tag to indicate it needs to be returned to, with notes about why it was skipped. Skipped stones and the notes about why they were skipped will be sortable into a seperate printout using the database software. The photographer will attempt to complete each single grid, including any skipped stones, before moving on to the next grid.

Role of the Committee

The Sag Harbor Old Burying Ground Committee is a group of people who have advocated and documented the Burying Ground for over a dozen years. Their knowledge of the cemetery is invaluable to anyone working on the cemetery, and they are also the joint-applicants for this grant with the Sag Harbor library. While several of the people working on this project are obviously experts in their own fields and require a certain latitude to operate within the standards of their profession, the committee will serve as the advisory council with powers of consent for changing any workflow plans, and on all decisions the documentation process, and timeline. The committee will play a fundamental role in developing the exhibit materials and annecdotal sections. The Project Manager will serve as the Committee's agent, carrying out these decisions and keeping in contact with the committee about the progress made. Day to day activities will be supervised by the Project Manager, giving the project manager some indpendent administrative powers, but the Project Manager must keep the committee informed, and the committee will design and approve any significant details or changes in how work operates. Much of the work using transcriptions of epitaphs will be contributed through the records the committee has already compiled. Additionally, committee members' materials for tours will be used to create exhibits and select stones to highlight.

Committee members will also serve in a volunteer capacity to review transcriptions and stone images, particularly as they are matched, ensuring a second set of eyes for proofreading.

Exhibit Creation Workflow
At the same time, the Project Manager will work with the Historical Society and the Library's Special Collections on local history to research details required to develop and augment the exhibit sections with any additionally available material. Most of the exhibits depend on already existing sections of tours, and these tour notes will be reviewed and organized with narration by the member who typically gives that section of the tour. Committee members will meet with the Project Manager while this is occurring.

All exhibit sections will be edited by an editorial board consisting of the Chair of the Committee, the Reference Librarian for Special Collections, and the editorial staff for the local newspaper, the Sag Harbor Express. As compensation, the Express will be permitted to run text of the exhibits free of charge as space permits in the paper when the exhibits launch.

The author will meet with the editorial board and negotiate changes, but the editorial board will have final say over how the exhibit text appears.

Database Creation Workflow
Comma seperated values (csv) formatting will be used to create a database of names and already recorded biographical data, along with the texts of the stones based on the Word Documents created by the committee in their inventory. The support for this project, along with any other technological support required, will be provided by Eric Smith*, the Information Technology and Network Specialist at the Library. Because this project is part of a library partnership, the library's extensive county and state networks will also be able to offer some technological support in case there are network problems. Additional compensation will be provided to for the extra time Eric Smith* will be putting into this project.

To design the graphical map, a web developer with a graphic design background from the firm that made the original maps of the Burying Ground will be paid to help create the code for the interactive map, ensuring that information will be able to pop-up.

After each batch of graphics are matched to the map, the Project Manager and two volunteers will check to make sure each batch of information (done again using the same grid methodology) loaded properly, and all information required to link the stone to the grid and number identifying the stone will also be added to this database, created in Microsoft Acccess.

Combining Elements
After all the images are successfully captured for each grid and the database information is entered, these elements will be loaded into Omeka, with items being added first and images being attached to each item. After all of this information is combined in Omeka, the item entries (which will offer all of this) will be linked to the individual stone on the map-image, and when the stone is clicked on, this information will pop open in a separate window. The Project Manager and two computer savvy volunteers, who may either be from the committee or may be local high school or college interns, will check these links and connect this information after the Omeka installation and image-map are loaded and ready to be linked. Work done by Volunteer A will be checked by Volunteer B and vice versa, and then the other committee members will check each section to ensure all the links work properly. Support for this, will depend on Eric Smith* and information technology staff from the library. Initial development will again rest in the hands of the web developers at the graphic design firm working that helped create the original paper-based map image. Grant funding from this project will allow the library to hire extra staff to compensate for this time.

Metadata
Items will be entered in Omeka using DACS standards for metadata by the Project Manager. Tags will be used to identify items used in exhibits, and items will be searchable by name, item number, grid, or exhibit tag, along with other Dublin Core fields required by Omeka (e.g. year, geographic information, etc.).

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