334533 01/18/19 y u�C,�N,y ..
® 1t� CITY OF CARMEL, INDIANA VENDOR: 00361326
ONE CIVIC SQUARE CARMEL CLAY HISTORICAL SOCIETY CHECK AMOUNT: $.....2,333.00"
s. �r CARMEL, INDIANA 46032 211 FIRST STREET SW CHECK NUMBER: 334533
9,,��*ON�� CARMEL IN 46032 CHECK DATE: 01/18/19
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT I DESCRIPTION
1203 4341999 102491 1 2,333.00 ARCHIVUNG SERVICES
VOUCHER NO. WARRANT NO. Prescribed by State Board of Accounts City Form No.201 (Rev.1995)
Vendor# 00351326 ALLOWED 20 ACCOUNTS PAYABLE VOUCHER
CARMEL CLAY HISTORICAL SOCIETY IN SUM OF$ CITY OF CARMEL
211 FIRST STREET SW An invoice or bill to be properly itemized must show:kind of service,where performed,dates service
rendered,by whom,rates per day,number of hours,rate per hour,number of units,price per unit,etc.
CARMEL, IN 46032
Payee
$2,333.00
ON ACCOUNT OF APPROPRIATION FOR Purchase Order#
Community Relations Terms
Date Due
PO# ACCT# DATE INVOICE# DESCRIPTION
DEPT# INVOICE# Fund# AMOUNT Board Members DEPT# FUND# (or note attached invoice(s)or bill(s)) AMOUNT
102491 1 43-419.99 $2,333.00 1 hereby certify that the attached invoice(s),or 1/14/19 1 CITY ARCHIVING PROJECT:JANUARY $2,333.00
1203 101 1203 101 2019
bill(s)is(are)true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
Thursday,January 17,2019
Heck, Nancy
Director
I hereby certify that the attached invoice(s),or bill(s),is(are)true and correct and I have
audited same in accordance with IC 5-11-10-1.6
,20
Cost distribution ledger classification if claim paid motor vehicle highway fund. Clerk-Treasurer
R15TORICAL$00"y
Invoice
Date: January 14, 2019
Name of Company: Carmel Clay Historical Society
Address&Zip: 211 1st Street SW, Carmel, IN 46032
Telephone No.: 317-846-7117
To: City of Carmel
Attn: Nancy Heck
1 Civic Square
Carmel, IN 46032
,Project Name: City Archiving Project
Invoice#: 1
Purchase Order Number: 102491
Goods Servicels
Person Providing Date Goods/Services Provided Cost Hourly Total
Goods/Services Goods/ (Describe each Per Rate/
Service good/service separately Item Hours
Provided and in detail) Wor ed
Amy Grove January Digitization and organization _ 80 hc urs $2,333.00
2019 for City of Carmel
photographs
Grand Total $2`3330.0
Carmel City Archivist Monthly Report
Prepared by Amy Grove
January 14, 2019
January Progress
The month of January 2019, officially began the City of Carmel archival project. I have accepted
the position of City Archivist for Carmel with an office located in the Carmel Depot
Museum/Carmel Clay Historical Society building. To begin this process, a logistics meeting was
held with Nancy Heck Director of Community Relations and Economic Development, Dan
McFeely of the City of Carmel, Sharon Kibbe of the Office of the Mayor/City of Carmel, and
Debbie Gangstad Executive Director of Carmel Clay Historical Society. During t is meeting we
discussed how this project will move forward and what the desired outcomes are for the City of
Carmel.
During this meeting we addressed:
-Selecting an archival database/management system(Collective Access)to house the
documents electronically
-How this database will be used in the future for public access
-Current structure of archives (computer desktop folders)
-Procedures for accessioning documents/images
-Procedures for housing/deaccessioning/disposing of digitized materials
-Scope of departments that need assistance in digitization
-Priority in which documents should be digitized
-Technology (hi-resolution scanner, computers, management system) desired for project
-Ideas for identifying individuals and structures in the documents/images
-This includes monthly meetings, library community events, CCB S community
events
Since our meeting, I have looked through the three (3)totes of photographs that ill be digitized
first. I have eliminated duplicate images in preparation for accessioning. An mus um archival
quality scanner,the Epson Expression 12000XL, has been ordered; once it arrived , digitization of
the documents/images can begin. Downloading the new archival database Collective Access has
begun, and I have completed training on using this platform.
Plans for February Progress
In the coming weeks,the standard procedures for digitization will be developed and put into
action. This will allow us to determine how long this process will take. We will also begin the
monthly"identification process"by hosting meetings and community programs in order to help
identify the people/structures/events in the digitized images.
Respectfully Submitted,
Amy Grove
City Archivist-City of Carmel, Indiana