Rootes Archive Centre - Preservation. Preservation - Procedure and Progress.

This page contains information about what we are doing to catalogue and preserve the growing number of holdings in the Rootes Archive Centre.

Thanks to Kimberley Benoy for preparing most of this information.

Working Parties

If you wish to help with the work going on, please contact Matt Ollman by telephone: 01869 331552 or e-Mail: matthewollman@rootesarchivecentre.org.uk

The procedure for cataloguing drawings and microfiche during the working parties is detailed below.

Progress List

Here is a link to a copy of the Progress List. The definitive copy will be in the Archive Centre and should be checked by people taking part in the cataloguing process.

Cataloguing Procedure

Please note that you may need to wear appropriate safety clothing. Gloves are recommended as many of the drawings are dirty, have glued edges and may also be fragile. We recommend that people with breathing difficulties seek advice as some of the drawings are dusty.

A link to a PDF copy of the Cataloguing Procedure can be found bere.

Drawings

To catalogue drawings from the cabinets please proceed as follows. First, consult the Progress List to check the work already completed and continue from the last listed number. Then, use an Excel spreadsheet or similar to set up with the following columns:

1. Part Number
2. Sheet
3. Title/Component
4. Date Drawn
5. Date Other
6. Model
7. Manufacturer
8. Notes

Carefully remove a section of drawings from the cabinet and original mark location. This is particularly important if several people are working together.

Maintain order of the drawings and add the required information to the spread sheet.

Part Number and Title/ Component information can be found in the bottom right corner of most drawings. The Model information (if listed) can also be found here in some cases. If a drawing shows two or more Part Numbers list each number individually and in the Title/ Component box state "See" followed by the Part Number of the main drawing.

The Sheet column should only be used where a number of drawings with the same part number are linked. In this case there should be a note on the drawing stating the sheet number, e.g. 1/4 or 2/4.

The Date Drawn information can be found in the bottom left corner of most drawings but on the later drawings may be on the right hand side. If the Date Drawn information is not available the Date Other section can be filled in with the earliest date given and what this represents (often Tracing or Checked). All dates should be written in the format DD/MM/YYYY.

The Manufacturer information is often shown in the top right corner of the drawings, for example Rootes Group, Rootes Engineering, Commer – Karrier Luton, Humber - Hillman Coventry etc.

The Notes section should include any Previous References as given under the Manufacturer information and any other relevant information.

When finished, carefully replace the drawings in the original place in the cabinet, maintaining their order.

Add the details of completed cataloguing to the Progress List

Please ensure all spread sheet lists are sent/ copied to the Trustees for addition to the on-line and master index.

Microfiche

To catalogue drawings held as Microfiche, please proceed as follows. First, consult the Progress List to check the work already completed and continue from the last listed number. Then, use an Excel spreadsheet or similar to set up with the following columns:

1. Part Number
2. Frame
3. Sheet
4. Title/Component
5. Date Drawn
6. Date Other
7. Model
8. Manufacturer
9. Notes
10. Destroyed

Carefully remove a section of Microfiche from a drawer and mark the original location.

Maintain order of the Microfiche and add the required information to the spread sheet. You will need to use a microfiche reader to do this.

Part Number and Title/ Component information can be found in the bottom right corner of most drawings. The Model information (if listed) can also be found here in some cases. If a drawing shows two or more Part Numbers list each number individually and in the Title/ Component box state "See" followed by the Part Number of the main drawing.

If the Microfiche is marked on the card as being FRM 1/2 or 2/2 etc. note the total number of frames in the Frame column. Where the drawing is split over more than one frame the Part Number should only be listed once.

If the Microfiche is marked on the card as being SHT 1/4 or 2/4 etc. note this in the Sheet column. Where there are multiple sheets for one drawing, each sheet should be listed individually (therefore repeating the Part Number as many times as the number of sheets).

The Date Drawn information can be found in the bottom left corner of most drawings but on the later drawings may be on the right hand side. If the Date Drawn information is not available the Date Other section can be filled in with the earliest date given and what this represents (often Tracing or Checked). All dates should be written in the format DD/MM/YYYY.

The Manufacturer information is often shown in the top right corner of the drawings, for example Rootes Group, Rootes Engineering, Commer – Karrier Luton, Humber - Hillman Coventry etc.

The Notes section should include any Previous References as given under the Manufacturer information and any other relevant information.

The Destroyed section relates to whether the original drawing has been destroyed and is indicated by the red stamp on the Microfiche card. If the stamp is present place a Y in the box, otherwise leave blank.

When finished carefully replace the Microfiche in the original location in the drawer, maintaining their order.

Add the details of completed cataloguing to the Progress List.

Please ensure all spread sheet lists are sent/ copied to the Trustees for addition to the online and master index.

Preservation Notes

TBA

Web site developed and maintained by R.J. Allan "Hand Knitted Software" 2005-18

Comments on and contributions to the Web site should be send to Bob Allan (e-mail).

Page last modified: Sunday, 12-Sep-2021 14:31:42 CEST