by Lora Sawatsky and Erica Suderman

"More than one year ago we began implementing the InMagic program at the archives," says Erica Suderman. Approximately 15 volunteers are working with Erica toward the five-year objective of implementation. "There are three basic steps to this process," Erica explains. "At this time our job is to arrange and describe our records so they conform to the Rules of Archival Description (RAD). When our records conform to RAD, they will also conform to the InMagic fields of description. After these two steps are completed, we are ready for step number three which is to enter this description into the computer."

InMagic is a computerized database indexing specifically designed for archives and museums and is set up to conform to the standards of Canadian Council of Archives. MHSBC received the InMagic software in June of 2005. This was followed by a 3-day workshop with Linda Willis, a teacher-consultant for the Archival Association. By the beginning of November 2006, volunteers, together with Erica, had not only learned the process, but had rearranged and re-described the files of more than 50 archival boxes. In addition, volunteer Jake Geddart had scanned and described 450 photographs to conform to RAD requirements. Erica adds that the biographical and subject sections of the vertical files are being arranged in alphabetical order.

Much of this material is newsprint and, since newsprint deteriorates with time, this material has been copied in order to provide a more permanent record.

Although this is a lengthy and tedious process, our volunteers are keeping in mind the goal of accessing records efficiently through computerized indexing. We are looking forward to the time when all materials relating to a particular subject field of inquiry can be accessed with the computer. Many thanks to our dedicated volunteers!