02-Before the Workshop

02-Before the Workshop

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Determine Collection Goals and Workshop Objectives

Back to Before the Workshop Table of Contents for Before the Workshop Determine Goals & Objectives Decide on a Workflow Project Agreement Determine Equipment Needs Promotion and Registration Prepare Templates and Documents PreWorkshop Activity for Host Create Volunteer/Welcome Packets Recruit Volunteers Organize the Workshop Space Advertise for Trainers Each workshop has two parallel and equally important goals. These should be determined in collaboration with your workshop partners and be documented in signed agreements. Collection Goals To help an organization gain physical and intellectual control over an audiovisual collection. Inventory unprocessed materials Identifying formats Identifying content Identifying condition Rehouse and label materials

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Promotion and Registration

Back to Before the Workshop Once a partner organization, collection, event location, and event date is secured it’s time to further engage the surrounding community. Benefiting the primary partner is important, but the workshop model is also intended to be open to other collection stewards to engage in introductory training in media identification and inventorying, as well as general networking and social connection. Language for the event description, event registration form, social media posts, email blasts, flyers, postcards, any and all promotional material should be agreed upon and finalized with the partner. Essential information to include: Title of Event Date

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Pre-Workshop Activity for Host Site

Back to Before the Workshop Table of Contents 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 with the organization’s staff members to prepare the collection, it will add to the ease and flow of the workshop. If you as organizers are not able to arrive in advance to help with the pre-workshop triage, you can also communicate these needs to the

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Recruit Volunteers

Back to Before the Workshop The model thus far calls for both the partner organization and the archivist organizers to recruit volunteers. The partner organization is probably best equipped to reach out to its existing volunteer base and/or the wider community. As members of the planning committee you have connections to the archival community, you can also do recruitment through your own networks. With a longer timeline, a pre-workshop event can be done to build awareness in the local community. A free workshop on basic concepts of film and video preservation, held 3-4 weeks before the Community Archiving Workshop, could

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Advertise for Trainers (Archivists)

Back to Before the Workshop Table of Contents The level of technical expertise needed by your volunteer trainers depends on a number of factors, like: The type of collection you’ll be working on The type of processing you’ll be performing The amount of time you’ll have for pre-workshop training What Skills Do You Need It’s important to communicate if you need people with years of film handling experience, content cataloging experience, or the ability to confidently and correctly identify many video formats. Beyond factors of technical knowledge, the best experience for this type of work is the ability to problem

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Decide on a Workflow

Back to Before the Workshop Develop a workflow and procedures Once you have chosen the organization, identified a collection, are familiar with the organization’s practices, and settled on the workshop’s final goals you can begin determining a likely workflow for the day-of the workshop. Workflows will vary based on the media types and formats being focused on, as well as space availability. Defining the tasks that will be performed is key to all the preparation that follows. For example: Will the films and tapes be labeled with unique identifiers? Will the workshop organizers provide a template for cataloging or does

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Determine Equipment Needs & Solicit Donations

Back to Before the Workshop Table of Contents As you’re working with your partner organizations in planning the workshop, you’ll need to get a good sense of the size of the collection in order to estimate your supply needs. If an entire film collection is stored on reels, for instance, you’ll want to acquire archival cores and cans for each item. In some cases you can reuse supplies, depending on the needs of the collection. Videocassette cases in good shape can sometimes be reused with a bit of cleaning and relabeling, however videocassettes should not be stored in open or

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Prepare Templates and Documents

Back to Before the Workshop Table of Contents Film For film materials it is standard practice to identify the items and fill out a condition report as an item is inspected. One or more tables should be provided for this activity. This report can be filled out on paper, and later transcribed by volunteer catalogers at the next station, or entered directly into the cataloging template, discussed below. Slide 1 HeadingSlide 1 HeadingSlide 1 Heading Previous Next Video and Audio For video and audio materials, information gained from an inspection is entered directly into a invenotry form or spreadsheet. Depending

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Create Volunteer Packet or Welcome Packets

Back to Before the Workshop After the community volunteers have signed up, it is a good idea for either the partner organization or the workshop organizers to send a volunteer packet in advance of the workshop, including: Logistics – how to get to the site, time and date. Background information about the host organization. Background information about workshop organizers. Possibly a list of workshop trainers with short bios, if available. Background information about the selected collection, including a description of its content, its history, its size, and what formats will be worked on at the workshop. Pictures of the formats

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Organize the Workshop Space

Back to Before the Workshop 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 Triage to Inspection to Rehousing/Cataloging, the stations should be organized in this order. Stations will not work at the same pace. There should be extra table space at each station to pile up materials waiting to be triaged/ inspected/ cataloged. There should also be an area to pile completed materials. There should

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