THE LEARNING CENTER
Cataloging Artifacts - Some Suggestions
Contributed by member Norm Jones - taxlaw@ind.tds.net
I would like to share my thoughts about recording information about the relics in any collection. I feel strongly that I should preserve as much of the history surrounding a relic as I can. I never know what, if any of that information may later be needed. Once the facts are lost; they are gone forever.
For example: By reviewing the items found at a particular site, I may later be able to determine the time period of the site or the culture that was there. That sort of information will help me to identify the type each point.
About thirty years ago, I numbered many relics in my collection. I made up my own system numbering the items like this, A-1, A-2, B-1, B-2 and so on. The notebook in which I kept the record got lost. Later, the numbers on those relics were meaningless to me. The information I had recorded was gone. Today, the numbers on those pieces are a reminder to me of my good, yet totally unsuccessful intentions. The lesson I learned from that experience is to be very careful in preserving the records and to use a cataloging system that makes sense to me.
I have devised a system of cataloging, which tells me some basic information even if my records are lost or destroyed (God forbid).
My cataloging system is not perfect, but it works for me and I would like to share it with you. I catalog by State, County and Site. I use the two-letter abbreviation for the state, numerical order for the county and I arbitrarily assign site numbers. Under my new system, if I lose my records I can at least know the state and county. I may not know which site is no. 01 or 04, but I know which points were found at the same site (whatever it was).
I have started using stick on labels. They work pretty well and are easily removed (well perhaps too easily removed). The labels are small enough to be used on birdpoints, yet are large enough to hold my catalog number.
For example a point bearing the tag "IN 73 01 012" would be as follows: The point is from Indiana (IN), Shelby County (73) and from my family farm (site 01).
In my records, I have as much information about the site as I know. Then under each point found at that Site, I need not duplicate general site information. Under each point, I list the information relevant to that point, such as date found, who found it, any specific details of the find, the size, the shape/type, the material used, and the probable time period. If the point was purchased, I also have date I acquired it, how I acquired it, cost/trade value it cost me, seller from whom I got it, and any prior collectors.
Setting up for the first point is a lot of work for each state. I have to list the counties alphabetically and number them. After that basic information is there, it is fairly easy to add additional points.
Here is a hypothetical page for Indiana:
Indiana Counties
00 Unknown County
00 00 Unknown Site
00 00 001 small ax
¾ groove
3 1/2", greenish granite
Bought: 1959, $2.00
From: Joe Blow
Indianapolis, Indiana
Finder: He found 5 year ago.
He was hunting, but forgot where he found it.
-- A --
01 Adams
01 00 Unknown Site
01 00 001 (not used yet)
02 Allen
00 00 Unknown Site
00 00 001 (not used yet)
-- B --
03 Bartholomew County
03 00 Unknown Site
03 00 001 Stemmed Point
Adena
4 ½", gray Hornstone
Bought: 1/31/99, $54.00 From: John Trader
French Lick, IN
Ex.Coll: Ray Doe, since 1972 Finder: Jim Farmer
Columbus, IN
Found in 1971
04 Benton County
04 00 Unknown Site
04 00 001 (not used yet)
(skipped down several counties)
73 Shelby County
73 00 unknown site
73 00 001 Axe, full groove
5 1/2"
gray/green slick surface
Traded for: 1960, $1.50
Seller: John Doe
Finder: His dad
Found: about 10 years ago
73 00 002 Stemmed Point
Adena
2 1/2", white chert
Acquired 1961
From: John Doe
Finder: His dad
Found: about 10 years ago
73 01 Jones Farm Site,
Middletown, Liberty Township.
Ralph Jones farm near Middletown. Dad bought the farm in 1939. Old US 421 (now Michigan Rd) and Conns Creek run through the farm. All items found either: in field behind barn, in lake lot (when dam was constructed) or in garden areas.
73 01 001 Pestle
5 1/2", greenish granite
Found: I found at dam, 1960 73 01 002 Lance
nice Paleo oblique flaking
2 7/8", golden tan chert
Found: I found in garden, 1962
73 02 Coulson Farm Site,
Shelbyville
Frank Coulson's farm was located where Coulson School now stands, also part of farm is now part of the cemetery. All items found by Mr. Coulson on his farm. He did not buy or trade for any items. Dad did some work on Mr. Coulson's house (log cabin) and Mr. Coulson gave him the collection. I received it that Christmas (1960).
73 02 001 Pestle
6 1/4", gray/green granite
73 02 002 Bell Pestle
6 1/2", dark granite
73 02 003 Lance
nice pressure flaking on retouch edges appears snapped base & snapped wings 2", gray Hornstone
In Case No. 17
73 02 004 Corner Notched Point tip broken nice pressure flaking on retouch edges 2 1/2", gray Hornstone
In Case No. 17
I start each state with a 00 county for items found at unknown locations in that state. Then under each county, I have a 00 site for items found on unknown sites within that county. This system works well for me because my collection is general and not concentrated on any one type of point. I have a similar record for each state. I found the list of counties in the US Census information. For collections not as broad as mine, in that one or few states are represented, the system should be manageable. The drawback to it is that I have not devised a running total
count of items. However, I do not care to know if my collection contains 100 items or 1000 items. I can, however, tell at a glance how many items I have that came from the Coulson Farm, or from any other site. Any record keeping system is only as good as the quality of information put into it. And it is only useful if preserved. Hopefully, the records of this system will last longer than my attempts back in 1960! If anyone wishes a list of counties, contact me, I will gladly give you my list. That will save you the time of searching through the census information.
Regards,
Norm