Local History Manual

Revision as of 13:51, 9 October 2013

Local History Departmental Information

Address	1220 Gallia St. Portsmouth, OH 45662
Phone Number	(740) 354-5304
Website	[1]
Public Computers	3
Hours of Operation	MON - 10a - 8p TUE - 10a to 8p WED - 10a to 6p THU - 10a to 8p FRI - 10a to 6p SAT - 10a - 5p SUN - CLOSED

Operating Instructions

General Information

Local History Department

The Local History Department of the Portsmouth Public Library houses the library’s genealogy and local history materials. The archival materials are housed in the Ohio Room in the Local History Department. The Local History Department receives telephone, email and written research requests from all over the world. We have patrons from different parts of the country researching their genealogy. It is the goal of the library to provide a pleasant, comfortable and helpful place to work.

Local History Policies

Genealogy Materials

• All materials in the department are reference and cannot be checked out.
• Materials are shelved by subject for patrons’ convenience.
• Some materials, because of their deteriorated condition, cannot be photocopied; i.e.: the large 1937 flood book of newspaper issues. (Copies can be obtained from microfilm and local history files).
• To obtain accurate statistics, patrons are asked not to reshelf materials. Signs are also posted.
• Patrons must use only pencils within the department. No ink pens permitted.
• To allow research space, and to prevent theft, all briefcases, purses, bags and materials checked out from other departments, must be placed under the tables.
• Cell phones and pagers must be off while in the department.
• No food or drink.

The Ohio Room

• All material is reference.
• Materials will be provided to patron upon presentation of proper identification, to be held upon return of items. Only 3 items to be used at a time.
• Due to their rarity and condition, materials are pulled and reshelved by staff.
• Materials must be kept in the immediate area.
• Due to the preservation of archival materials, and the location of the departmental supervisor’s office, access to this area is limited to staff only.
• The Ohio documents are housed in the Ohio Room. The materials are checked in each month and are maintained according to state requirements.

Microfilm

• The department houses the microfilm for the newspaper. Census, court records and other materials are also on microfilm.
• We presently have three microfilm reader/printer machines and one microfilm printer/scanner.
• Copies are .25 each. The by-pass key is not to be used by patrons.
• The machines have a one-hour limit. However, this is only enforced when others are waiting.
• A sign-in for the microfilm machines is kept on the shelf unit behind the main staff desk. (No appointments are scheduled.)
• Staff is only to provide $1.00 change (in quarters) at a time from the moneybag.
• Instruction books are kept under printer table.

Copier

• The Xerox copier will accept nickels, dimes, quarters and dollar bills.
• Copies are .10 each. The by-pass key is not to be used by patrons.
• As the materials cannot leave the department, the photocopier is for Local History patrons copying Local History resources only. All other patrons must use the photocopiers upstairs or in Youth Services.
• Instruction books are kept under printer table.
• The scanner on the main desk is to be used only for off-site patrons to email copies.

Computers

• The department has three computers for public use. The computer in the corner next to the microfilm printer/scanner is used for the genealogy CD collection and the scanner software. Microsoft Word is available for staff purposes.
• The material available on CD, as well as microfilm, is listed in the binder kept on the table in front of the staff desk. The CDs are located in the Ohio Room.
• The Internet stations in the genealogy area are used for genealogy research only.
• Patrons must present a valid library card or picture identification to use the Internet stations. A sign-in is kept on the shelf unit behind the main staff desk. Staff will unlock the stations through the staff computer on the main desk using Cassie.

Research Fees

• Local History provides research assistance to patrons within the department without a fee.
• Local History provides research assistance for those outside of Scioto County for a fee. Refer to Local History/Genealogy Policy in the Portsmouth Public Library Policy Manual (copy located on shelf unit next to staff desk). To ensure the comfortable atmosphere of the department and the integrity of the library, the following tasks are the responsibility of each employee:
  • Assist patrons with requests and determine their needs.
  • Assist patrons with microfilm machines, copiers and computers.
  • Maintain copiers, microfilm machines, computers and the scanner.
  • Collect money and give change.
  • Count and record statistics for books, files, CD’s and microfilm used (white daily statistic sheets are kept on clipboard on main desk).
  • Maintain local history and surname files.
  • Shelve books and other materials.
  • Shelf read.
  • Dust shelves, furniture and other housekeeping.
  • Maintain supplies (paper, pens, files, etc.).
  • Answer correspondence, email and telephone requests.
  • Assist with research.
  • The department supervisor will be responsible for the following:
  • Employee schedules.
  • Assigning projects and various duties.
  • Book orders.
  • Transcribing and verifying records to be added to library website, working with IT department. Projects assigned by the Director.
  • Supervising programs.
  • Submitting monthly reports
  • Maintaining the department as to provide a pleasant atmosphere for patrons as well as employees.

The department supervisor will assign projects and other duties. Suggestions and ideas are encouraged and are referred to the supervisor. The department supervisor reports to the Director.

Opening/Closing

Local History Department

The following are employee responsibilities for opening and closing the department.

To Open:

• If lights not on, turn on at breaker box in maintenance room next to I.T. office.
• Unlock both doors.
• Turn on all computers and log on starting with the staff computer first. Staff computer turns on with master button. Press Ctrl, Alt, Delete. Log on as ‘lh’, and password ‘xxxxxx’.
• For the computer used for genealogy cds (in corner by microfilm machine), turn on computer and monitor. Log on as ‘patron’, and password ‘xxxxxx’.
• If using the microfilm printer/scanner, sign in as “lh” and password ‘xxxxxx’
• Turn on copier and read starting count on meter. Instructions are on clipboard on shelf unit behind main staff desk.
• Check paper supply in copier, printers and microfilm machines.
• Turn on Canon printer for Canon microfilm. Machine will not work unless printer is on.
• Prepare daily statistic sheet (on clipboard on main staff desk).
• Pick up moneybag from Circulation.
• Make sure all materials were shelved from previous day and do a quick shelf reading. Check phone messages. (if applicable). Push ‘message button’.
• Enter pin# ‘xxxxxx’ and #.


To Close:

• Collect all money from machines.
• If enough money was collected, check Xerox to see if changer needs filled.
• Note total collected (deduct $5 for starting money). Enter amount in Circ on computer at main desk.
• Turn off all computers.
• Turn off Internet stations through Cassie. Click onto bar at bottom of main staff computer. Indicate which computers by icons, then “send message” to computers. Exit. Turn off each monitor.
• For cd/scanner-printer computer in corner, click onto Start icon in lower left corner. When drop- file appears, click “shutdown, OK. Turn off monitor.
• Turn off Canon printer.
• Turn Xerox off last (leave door open). Make sure all materials are reshelved.
• Total counts for the day and note in daily log in green binder under main desk.
• Total stats and enter into computer. Click “J” drive (lh icon), then LOCAL HISTORY DAILY STATISICS, then (whatever year) 2013 LH Daily Statistics then enter stats in proper column- save.
• Turn off staff computer, click ‘Start’ and ‘Shut Down’, ‘OK’.
• Turn off monitor and printer.
• Lock doors. (Lights should be shut off at breaker box in Maintenance Room).
• If money bag was not picked up, give to Youth Services.