Conventions
When entering data in the GVH archive, please follow these rules.
Collections
Enter the collection title for personal papers with the last name of the subject and the first in parenthesis. When adding the repository, use the largest unit first, then the smaller.
Ex. Hughes (Eugenia) Papers (New York Public Library, Manuscript Division).
In the description, you can write a brief description, or lift a paragraph from the finding aid that describes the collection. At the bottom, on its own line, add the URL for the finding aid. If there is not online finding aid, provide the URL for the library and note who that the user can contact.
Items
Public
All items that are included in exhibits or counted for your contributions to the GVH need to be set to "public." All items set to public need to have rights cleared.
Set items to "Featured" if they have interesting graphic qualities. They will be randomly included on the home page and on the item show pages."
Map
Whenever possible, add a street address to your item so that they will show on the map.
Tags
Add tags to help find items in different ways. Categorize items as letters, photographs, maps, etc. in addition to the subject tags.