Sample Document: Letter of Agreement

[Date]

Community Archiving Workshop (CAW) Representative
[Representative Name], AMIA Independent Media Committee, CAW Planning Group
http://communityarchiving.org/

Partner Organizations
Organization 1
[address]

Organization 2
[address]
Organization 3
[address]
Organization 4
[address]

RE: Community Archiving Workshop, [City year]

Dear [list names]:

This will serve as an agreement regarding the workshop with staff and volunteers of [List Partner Organizations] (Partner Organizations) that will be held from 11 a.m – 5 p.m. on Wednesday, [Date] at [Location. The Community Archiving Workshop is sponsored by the Independent Media Committee and Diversity Committee of the Association of Moving Image Archivists (AMIA) as part of the 2016 annual Conference being held in Pittsburgh. The goals of this workshop are:

to help the Partner Organizations gain better intellectual and physical control over its endangered media collections;
provide training and advice to the staff and volunteers of the Partner Organizations on media archiving and preservation;
provide AMIA members with the opportunity to learn and test new approaches to community-based archiving;
strengthen relationship between AMIA members, Partner Organizations, and archivists in the Pittsburgh community.

We have identified the following types of work that we, the AMIA Independent Media and Diversity Committees, and the Partner Organizations will be involved in leading up to and during the workshop. For each type, we have delineated the specific roles and responsibilities of each party.

Phase 1: Preparation for workshop
AMIA Tasks:
determine what materials and equipment are needed & secure these materials prior to workshop date
recruit volunteers from AMIA through conference registration and inform AMIA office of updated plans
apply for any needed funding through AMIA office
prepare educational presentations suited to needs of volunteers and collections

Partner Organization Tasks:
prepare collections for work to be done and provide info to AMIA regarding standards of work to be done (rehousing, cataloging, and any other organizational policies).
work with AMIA to determine best way to create inventory according to Partner Organization needs.
recruit staff and volunteers from the community to work with AMIA group members during the workshop
provide inventory of equipment and supplies available for use during workshop
acquire supplies, with AMIA assistance
provide information about your organization (overview about organization, mission, and collection) for the workshop packet sent to all participants one week before the workshop.

Location Tasks:
reserve space for the workshop for Wednesday, November 9, 2016, 9am-5pm
provide details about their facilities, such as location, available computers, internet access, tables, chairs
provide photos and description of the physical space, such as size and maximum occupancy

Joint Tasks:
determine which collections are highest priority based on content & adherence to Partner Organizations’ missions as well as based on format preservation issues
determine what work can be performed during workshop based on space issues, collection goals, strengths of volunteers, and available equipment
determine logistics and schedule for the day

Phase 2: Workshop
The workshop will address the following priorities for each collection:

Organization 1 Priorities:
rehouse and label materials
identify high priority items for reformatting
inventory unprocessed materials, identifying formats, content, and condition
provide next steps for cataloging into collection database

Organization 2 Priorities:
rip DVDs and convert digital files to access formats, developing workflow
implement file naming conventions to DVDs and digital files
inventory and label materials (if applicable)
identify high priority items for reformatting
provide next steps for cataloging into collection database

Organization 3 Priorities:
convert digital files to access formats, developing workflow
implement file naming conventions to digital files
provide streaming platform options for online access of materials
inventory materials, identifying formats and content
provide next steps for cataloging into collection database

Organization 4 Priorities:
rehouse and label materials
identify high priority items for reformatting
inventory unprocessed materials, identifying formats, content, and condition
provide next steps for cataloging into collection database

AMIA Tasks:
arrive early to help set up workspace, bringing agreed upon extra equipment and supplies
coordinate transportation for AMIA volunteers
pay for lunch and snacks
welcome and provide instructional presentations about audiovisual collections and materials
provide training and recommendations as needed
work with Partner Organizations’ staff and volunteers to arrange, rehouse, inspect, convert, and inventory media according to agreed upon standards
assist with clean-up at the end of the day

Partner Organization Tasks:
coordinate with Attack Theater for the transport and storage of collection prior to workshop
arrive early to direct set up of collection in workspace
provide guidance to AMIA volunteers with identifying materials as well as standards for arrangement and cataloging
welcome and provide background on your collection and its significance (and if possible, show a short clip) to inspire the group
direct clean-up and packing of collection materials at the end of the day

Location Tasks:
coordinate with other Partner Organizations for the transport and storage of collection prior to workshop
arrive early to direct set up of workspace
help direct workshop participants to workspace
welcome and provide information about facilities and equipment
provide assistance as needed regarding the workspace facilities
arrange for catering of lunch (to be paid for by AMIA)
direct clean-up of workspace

Phase 3: Post-workshop

AMIA Tasks:
provide catalog/inventory records created during workshop to Partner Organizations in a form suitable for integration into Partner Organizations’ existing catalogs within two weeks after workshop
provide Partner Organizations with any archiving and preservation recommendations within a month after workshop
if possible, seek AMIA partner to re-master high-priority titles

Partner Organizations Tasks:
provide feedback to AMIA group on the workshop
allow AMIA to use photographs to document the workshop for promotional and other uses
if desired, work with AMIA partner to re-master selected titles

Location Tasks:
inform AMIA and other Partner Organization of any left items in the workspace

I, ______________________, agree to the description and outlined objectives of the project.

Signature
Date

I, _______________________, agree to the description and outlined objectives of the project.

Signature
Date

I, _______________________, agree to the description and outlined objectives of the project.

Signature AMIA Representative
Date

Thank you so much for partnering with us in the Community Archiving Workshop!

Sincerely,
AMIA Independent Media and Diversity Committees

[link to downloadable document]

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