Deceased Ministers Collection Processing
Stage 1 — Initial Letter Process
Note: Some of the older entries were not done exactly to this procedure. They need to be updated as soon as possible as you are working in the collection. Examples, "Deceased Ministers Collection" needs to be changed to "Deceased ministers collection" and "1938 – 2000" in the date field should be changed to "1938–2000" and General notes need to be changed to Scope and Contents notes.
- Print and file “Report of Deceased Minister” in Deceased Minister/ Initial Letters folders till ready to enter data.
- Data entry (Excel file) [DRC/PDC/Deceased Ministers]
- Bring up the “!-2011-Present Information” Excel sheet.
- Using the “Report of Deceased Minister” form provided by the International Offices, type in the following information:
- Date Entered = Date entered info into computer
- Date of Birth = Date of birth
- Date Deceased = Date of death
- Minister # = Minister’s File No.
- Deceased Last Name = Deceased Last Name
- Deceased FirstName = Deceased First Name & Middle or Initial (if provided)
- Relative Last Name = Nearest Relative Last Name
- Relative First Name = Nearest Relative First Name
- Relative Title = Mr., Mrs., Ms. Etc.
- Deceased Relationship = (Relationship) off form but change to how deceased is related to relative (deceased is husband, son, etc.)
- Relative St. Address = Mailing Address (if none is given, write “No Ltr” on top right of form and delete Date Entered so letter is not printed)
- Relative City = Mailing Address provided
- Relative State = Mailing Address provided
- Relative Zip = Mailing Address provided
- Relative Country = Only if outside USA
- Pronoun his/her = Is deceased his or her
- Letter = Which letter to use (1, unless Dr. Roebuck indicates otherwise)
- Then save Excel file.
- Letter [DRC/PDC/Deceased Ministers/Initial Ltr from Reports/!-Letter 1(or2) Form]
- There are 2 form letters: #1 is for most deceased minister’s families unless told otherwise; #2 is for those deceased ministers who have served in prominent positions in the COG and the Director will indicate if #2 is to be used
- Open the Word file called “Deceased Ministers Letter [1 or 2]”
- Say “yes” to the pop up box indicating the previous merge file is the one to use.
- Choose Mailings tab at top.
- Choose “Select Recipients” and then click “Use an existing list…” from the drop-down menu.
- Find and select “!-2011-Present File” and select the proper year from the list of tables.
- Then choose “Edit Recipient List” under Start Mail Merge section. A box will come up with a couple rows of file information.
- Choose “Filter” under Refine recipient (middle of screen).
- On first line should have:
- Field “Date Entered” should be selected
- Under Comparison “Equal to” should be selected
- Under “Compare to” change date to the date provided in the “Date Entered” column in the Excel document. If entered over several days, change the Comparison to “Greater than or equal.”
- On second line:
- Field “Letter” should be selected
- Under Comparison “Equal to” should be selected
- Under “Compare to” the letter number needed should be selected
- Then click OK for both boxes.
- On first line should have:
- The merge letter form then comes up again.
- Click on “Finish and Merge” and then “Edit Individual Documents.”
- A box comes up with “All” selected. Click Ok.
- Letters come up with all the fields filled in.
- Take a quick glimpse at letters to see if anything looks unusual.
- Print letters on letterhead.
- Exit merged letters and click “Don’t Save” on popup.
- Exit Letter Form and click “Save” on pop up, just in case the same letters are needed again.
- Follow these steps for each of the letters [1 and/or 2] needed.
- Envelopes [DRC/PDC/Deceased Ministers/Initial Ltr from Reports]
- Open the Word file called “Envelope Form.”
- Say “yes” to the pop up box.
- Envelope form comes up.
- Choose Mailings tab at top.
- Choose “Select Recipients” and then click “Use an existing list…” from the drop-down menu.
- Find and select “!-2011-Present File” and select the proper year from the list of tables.
- Then Choose “Edit Recipient List” under Start Mail Merge section. A box will come up with several rows of file information.
- Choose Filter in this box (middle of screen).
- Under first line for Field “Date Entered” should be chosen; under Comparison “Equal to” should be chosen; under “Compare to” type in the date of the group you need. If entered over several days, change the Comparison to “Greater than or equal.”
- Then click OK for both boxes.
- Click on “Finish and Merge” and then “Edit Individual Documents.”
- A box comes up with “All” selected. Click Ok.
- Envelopes come up with all the fields filled in.
- Put envelopes in printer so they print on the correct side.
- Print them—when pop up says “margins of # are outside the printable area of the page. Do you want to continue?” say yes. Will need to do this for however many envelopes there are. Then will print the envelopes.
- Exit merged envelopes – will ask if you want to save. Click “Don’t save.”
- Exit envelopes form – will ask if you want to save. Click “Save” so it saves the date changed in the filter.
- If there were any Deceased Ministers without relative information, go back to info file and put the “Date Entered” in since printing is complete.
- Letter enclosure [DRC/PDC/Deceased Ministers 12]
- Note how many letters are in this mailing.
- Call up Deceased Ministers Initial Ltr Enclosure (2012) document.
- Print enough of this document on Letterhead to provide one with each letter.
- Final steps
- Write in upper right corner of “Report of Deceased Ministers” the date the form was entered into the Excel file, which is hopefully the same day the letters were printed.
- Paperclip each letter in the following way:
- Letter
- “Deceased Ministers Initial Ltr Enclosure (2012)” document
- Envelope horizontally (sticks out but doesn’t get in the way of signing)
- “Report of Deceased Ministers” document
- Give letters to Director to be signed.
- When signed letters are mailed:
- File the “Report of Deceased Minister” in the general Deceased Minister’s box corresponding with the last name of the deceased.
- When a Deceased Minister letter is returned in the mail, provide the month and year it was returned in the “Ltr Ret’d” column of the “!-2011-Present Information.”
- When information for a Deceased Minister file received process a Thank You Letter.
- Data entry ( Excel File) [DRC/PDC/Deceased Ministers]
- Bring up the “!-2011-Present Information” Excel document.
- Find the line for the specific minister and type today’s date in “Thk You Ltr” column.
- Put items back in envelope received.
- Continue to process any other mail received until all are entered.
- Letter
- Open the Word file under Deceased Ministers/Thank You Letter folders called “Thank You Letter.”
- Say “yes” to the pop up box.
- Choose Mailings tab at top.
- Choose “Select Recipients” and then click “Use an existing list…” from the drop-down menu.
- Find and select “!-2011-Present File” and select the proper year from the list of tables.
- Then choose “Edit Recipient List” under Start Mail Merge section. A box will come up with several rows of file information.
- Choose Filter in this box (middle of screen).
- The first line for a Field should say “Thk You Ltr,” under Comparison it should say “Equal to,” under “Compare to” type in the date you entered in “Thk You Ltr” column.
- Then click OK for both boxes.
- The merge letter then comes up again.
- Click on “Finish and Merge” and then “Edit Individual Documents.”
- A box comes up with “All” selected. Click Ok.
- Letters come up with all the fields filled.
- Take a quick glimpse at letters to see if anything looks unusual.
- Print letters on letterhead.
- Exit merged letters and click “Don’t Save” on popup.
- Exit Letter Form and click “Save” on pop up so it saves the changes made to filter.
- Envelopes
- Open the Word file called “Envelope Form” under the Deceased Minister/Thank You Letters folders.
- Say “yes” to the pop up box.
- Envelope form comes up.
- Choose Mailings tab at top.
- Choose “Select Recipients” and then click “Use an existing list…” from the drop-down menu.
- Find and select “!-2011-Present File” and select the proper year from the list of tables.
- Then choose “Edit Recipient List” under Start Mail Merge section. A box will come up with several rows of file information.
- Choose Filter in this box (middle of screen).
- The first line of Field should be “Thk You Ltr,” under Comparison should say “Equal to,” under “Compare to” type in the date you entered in “Thk You Ltr” column.
- Then click OK for both boxes.
- Click on “Finish and Merge” and then “Edit Individual Documents.”
- A box comes up with “All” selected. Click Ok.
- Envelopes come up with all the fields filled.
- Put envelopes in printer.
- Print them — when says “margins of # are outside the printable area of the page. Do you want to continue?” say yes. You will need to do this for each envelope you are printing.
- Exit merged envelopes — will ask if you want to save. Click “Don’t save.”
- Exit envelopes form — will ask if you want to save. Click “Save” so it saves the date changed in the filter.
- Paperclip the letter and envelope (envelope horizontal so Director can sign without it being in the way).
- Give letter(s) to Director for signing.
- Data entry ( Excel File) [DRC/PDC/Deceased Ministers]
- Create a file
- Create an individual folder for the deceased minister:
- Get manila archival folder
- Write “Deceased Minister File” on right side.
- Write minister’s name on left [Last Name, First Name Middle Name (or Initial)] and (Nickname)
- Place in the new file:
- Pull the “Deceased Ministers Report” for the specific minister from the General Files.
- If there is a newspaper article, make a readable copy of it on the copier. If a date is provided but not able to copy, write it on the back of the copy in pencil. Throw away original clipping and file the copy.
- If there is a photo, get an archival photograph pencil and write the name of the deceased minister and “Deceased minister file” on the backside inside square brackets: [G. E. Mills, Deceased minister file].
- IMPORTANT NOTE: Remove any paper clips or staples from the documents as these are harmful to the items. If there is more than 1 sheet to a document, write on the back the document name, deceased name, document name, & page number.
- Anything else sent for the file (even a note from person who sent it but only if it has additional information about the minister).
- Create an individual folder for the deceased minister:
- File Description in ASpace
- Open the staff interface of the DPRC's ArchivesSpace instance and login.
- Using the browse or search features, navigate to the Resource: M0066—Deceased ministers collection.
- Make sure it is in edit mode.
- Using the collection contents listing near the top, navigate to the proper, alphabetical place for the new entry. Click on the link for the record that should be immediately preceding the new one. Then click the Add Sibling button.
- Enter the Title
- Deceased ministers collection, [full name in direct order]
- Select "File" for Level of Description
- Make sure the Publish box is checked [that should be the default]
- Click the Add Language button to add the languages found in the file (as more than just a name), including English.
- Click the Add Date button to open that section.
- Select "Existence" for Label
- Type the birth and death years of the person with no spaces and an en dash [Alt-0150]; such as, 1938–2003.
- Select Inclusive Dates for Type
- Click the Add Agent Link button to open that section.
- Select "Subject" for Role [shortcut=type s two times]
- Start typing the last name, first name of the person in the Agent box. This should reveal the closest options already in the system. Or you can click on the down arrow on the right and use the browse feature.
- If the deceased minister's name is not already in ASpace, then create a new agent record for them.
- Click the Add Note button to open that section.
- Select "Scope and Contents" for Note Type [shortcut=type s once]
- In the Content box, type the list of items included in the file, such as, "Report of Deceased Minister; funeral program; photograph; obituary"
- Click either the "Save" or "Save Archival Object" button.
- At the end of each session working on this collection mark the number of new files you have added here.
- Put the new file(s) alphabetically in the appropriate archival box(es) in the stacks. As needed, rehouse folders and update box labels.
Note: Some of the older entries were not done exactly to this procedure. They need to be updated as soon as possible as you are working in the collection. Examples, "Deceased Ministers Collection" needs to be changed to "Deceased ministers collection" and "1938 – 2000" in the date field should be changed to "1938–2000" and General notes need to be changed to Scope and Contents notes.