Organization
The Bowmer-Shoebotham Museum (12 Vancouver Field Ambulance Museum)
Location
Seaforth Armoury
1650 Burrard Street
Vancouver, BC V6J 3G4
Canada
Map It
Supervising Librarian/Archivist:
Adrian French
Purpose of the project:
The museum is seeking a motivated student to create a comprehensive catalogue of its collection and to help bring its storage and records into good order, so that the collection can be preserved, researched and shared for the long term. This is a rare chance to build a catalogue form the group up, with real responsibility and a finished project to show for it.
Summary of activities required to carry out the project:
Survey and inventory:
- Conduct an initial survey of the collection — objects, archival documents, photographs, books and display panels — to establish its scope, current locations and priorities
- Create a working inventory, assigning or verifying accession and catalogue numbers
Cataloguing and research
- Catalogue objects and archival material in a collections database, following recognized Canadian standards: the Rules for Archival Description (RAD) for archival records, Nomenclature for Museum Cataloguing for object names, and Canadian Heritage Information Network (CHIN) guidelines for data fields
- Record descriptions, dimensions, materials, maker’s marks, inscriptions, condition and storage location for each item
- Research and document provenance — donors, original owners, service history — using existing museum records, unit histories, and sources such as Library and Archives Canada
- Identify items without clear ownership documentation (e.g., missing deeds of gift) and compile a list for follow-up
- Where possible, record the knowledge of long-serving volunteers and association members about the history of particular items
Organization, housing and care
- Help design a logical arrangement and storage system for the collection
- Rehouse vulnerable materials (photographs, paper records, textiles, medals) in archival-quality enclosures
- Complete basic condition reports and flag items that need a conservator’s attention
- Identify and, under direction, safely segregate potentially hazardous items that can occur in historic medical collections, such as old pharmaceuticals, mercury-containing instruments, sharps and radium-painted dials
Digitization and access
- Photograph or scan priority items and link images to their catalogue records
- Prepare a finding aid or summary guide to the collection for researchers, families and visitors
Continuity
- Write a short procedures manual so that volunteers can continue cataloguing consistently after the term ends
- Deliver a final report summarizing work completed, the state of the collection, and recommended next steps
- Coordinate with the Seaforth Highlanders Museum so that cataloguing systems and practices remain compatible.
Expectations of the end result of the project, for both host and student:
For host: a better organized and documented collection
For student: opportunity to work on a unique and important collection within the fields of medicine, military, history, Vancouver and overseas.
Time periods in which the project could be supervised:
- Winter Session, Term 1 (September – December)
- Winter Session, Term 2 (January – April)
- Summer Session, Term 2 (July – August)
Is there a deadline by which the project must be completed?
No deadline, but ideally within the next 12-18 months.
Considering the project requirements, please suggest suitable coursework as pre-requisite or co-requisite:
ARST 515 Arrangement and Description of Archives
Applications will be assessed on a rolling basis