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 [[Category:Main_Manuals]]
-Operating Instructions
+[https://docs.google.com/document/d/1w8UZp8D0t5vW3aOcHlo_oChqMfY4It5jpY5KMk8i_LQ/edit?usp=sharing Local History Manual]
-. General Information
-. Department Hours and Telephone………………………………………..1
-. Staff……………………………………………………………………………1
-. Department Purpose………………………………………………………..1
-. Local History Policies
-.      Genealogy Materials……………………………………………………..…2
-. Ohio Room………………………………………………………………..….2
-. Microfilm…………………………………………………………………..…2
-. Copier…………………………………………………………………….…..3
-. Computers……………………………………………………………………3
-. Research fees……………………………………………………………..…3
-. Local History Procedures
-. Staff Responsibilities…………………………………………………….….4
-. Supervisor Responsibilities……………………………………………..…4
-. Opening/Closing Procedures
-. Opening……………………………………………………………………...5
-A.     Logging onto Computers…………………………………….…5
-B.  Copier Reading……………..…………………………..…….…5
-. Closing………………………………………………………………….. .5-6
-A.                       Collection………………………………………………………..5
-B.                        Deposit…………………………………………..……………….6
-C.                       Log off Computers…….……………………….…………..…..6
-                                 D. Statistics…………………………………….……………………6
-Portsmouth Public Library
-LOCAL HISTORY DEPARTMENT
-Gallia Street
-Portsmouth, Ohio 45662
-Phone: 740-354-5304
-Monday - Thursday
-am - 8 pm
-Friday
-am - 6 pm
-Saturday
-am - 5:30 pm
-Sunday
-pm - 5 pm
-Local History Department
-            The Local History Department of the Portsmouth Public Library houses the library’s genealogy and local history materials.  The archival materials which were previously housed in the Ohio Room are now located in Local History.
-            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
-A.        All materials in the department are reference and cannot be checked out.
-B.            Materials are shelved by subject for patrons’ convenience.
-C.        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).
-D.        To obtain accurate statistics, patrons are asked not to reshelf materials.  Signs are also posted.
-E.         For statistical purposes, all patrons are asked to sign in when using the materials in the Genealogy Section.
-F.         Patrons must use only pencils within the department. No ink pens permitted.
-G.        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.
-H.        No children 5 and under are permitted in the department.
-The Ohio Room
-A.        All material is reference.
-B.            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.
-C.        Due to their rarity and condition, materials are pulled and reshelved by staff.
-D.            Materials must be kept in the immediate area.
-E.         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.
-F.         The Ohio documents are housed in the Ohio Room.  The materials are checked in each month and are maintained according to state requirements.
-Microfilm
-A.        The department houses the microfilm for the newspaper.  Census, court records and other materials are also on microfilm.
-B.         We presently have three microfilm reader/printer machines.
-C.        Copies are .25 each. The by-pass key is not to be used by patrons.
-D.        The machines have a one-hour limit.  However, this is only enforced when others are waiting.
-E.         A sign-in sheet for microfilm machines is kept on a clipboard on the shelf unit behind the main staff desk. No appointments are scheduled.
-F.         Staff is only to provide $1.00 change (in quarters) at a time from the moneybag.
-G.        Instruction books are kept under Hewlett Packard printer table.
-Copier
-A.        The Xerox copier will accept nickels, dimes, quarters and dollar bills.
-B.         Copies are .10 each. The by-pass key is not to be used by patrons.
-C.        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.
-D.        Instruction books are kept under Hewlett Packard printer table.
-Computers
-A.        The department has two computers for public use. The Gateway in the corner next to the file cabinet is used for the genealogy CD collection for patrons and Microsoft Word for staff purposes.
-B.                 The material available on CD, as well as microfilm, is listed in the black binder kept on the table in front of the staff desk.
-C.                 The Internet station in the genealogy area is used for genealogy research only.
-D.                 Patrons must present a valid library card or picture identification to use the Internet station. A sign-in is kept on a clipboard on the shelf unit behind the main staff desk. Staff will unlock the station through the staff computer on the main desk.
-Double-click onto the Commander icon, and then click Disable Commander, then LH PIT LOCKED. The box will turn green, and LH PIT will indicate UNLOCKED.
-Research Fees
-A.                 Local History provides research assistance to patrons within the department
-            without a fee.
-B.         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 and computers.
-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 to the Director, which contain statistics, supplies and department activities.
-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:
-Turn on lights.
-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 ‘xxxxx’.
-For the Gateway used for genealogy cds (in corner by microfilm machine), turn on tower, and monitor. Press Ctrl, Alt, Delete. Log on as ‘patron’, and password ‘xxxxx’. Turn on printer. For the Internet, turn on tower and monitor, and then type ‘intrnt’. Press Ctrl + Alt + Delete. Log in as ‘patron’ and password ‘xxxxx’.
-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 Cannon printer (new microfilm printer). Machine will not work unless printer is on.
-Check all sign-in sheets for correct dates.
-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 messages. Push ‘Feature’, press 981, password ‘xxxxx’, then ‘OK’
-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), and have Y.S. Reference enter total deposit on computer (approximately one hour before closing).
-Turn off all computers.
-For Internet station, double-click on red bar at top of screen. A box will appear, then type ‘xxxxx’. Wait until ‘begin login’ box appears, then press Ctrl + Alt + Delete. Click ‘Shut Down’. Turn off tower and monitor.
-For Gateway for cds, click ‘More’ arrow, then press Ctrl + space bar. Type password ‘xxxxx’. Click ‘Start’, then click ‘Shut Down’, ‘OK”. Tower goes off automatically, just turn off monitor and printer.
-For staff computer, click ‘Start’ and ‘Shut Down’, ‘OK’. Shut off at master button and printer should shut down also.
-Turn off Cannon 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.
-Check all keys and make sure Archives file cabinet is locked (keys are kept in lap drawer).
-Lock doors.
-Turn off lights.
-If money bag was not picked up, give to Youth Services.

Local History Manual

Latest revision as of 10:04, 11 January 2024

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