Before the Workshop

Decide on a Workflow

Once you have chosen the organization, identified a collection, and are familiar with the organization’s practices, the workshop’s final goals and workflow can be determined. As noted above film and video workflows can be quite different. Defining the...

Prepare Templates and Documents

During the workshop, volunteers will need a way to record the information they are collecting about the materials. For film materials it is standard practice identify the items and fill out a condition report as an item is inspected. One or more tables...

Determine Equipment Needs & Solicit Donations

As you’re working with your host location in planning the event, you’ll need to get a good sense of the size of the collection in order to estimate your supply needs for the workshop. If an entire film collection is stored on reels, for instance, you...

Recruit Volunteers

The model thus far calls for both the organization and the archivist organizers to recruit volunteers. The host organization is probably best equipped to reach out to its existing volunteer base and/or the wider community. As members of the planning committee...

Advertise for Trainers (Archivists)

The level of technical expertise needed by your volunteer trainers depends on a number of factors, including the type of collection you’ll be working on, the type of processing you’ll be performing, and the amount of time you’ll have for pre-workshop train...

Pre-Workshop Activity for Host Site

To make the best of the short amount of time you’ll have with all of your volunteers on-site, it’s vital to get as much basic organization of the collection done before the workshop. If a small group can arrive at least one day in advance to work wit...

Organize the Workshop Space

Plan to set up the room at least a day in advance of the workshop. Designate areas for each station -- initial triage, inspection, and rehousing/cataloging. While the exact layout of the room can vary, keep in mind: Since materials will move from...
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